Physical Records Management
No matter the size of your business, your industry, or the capacity of your records management needs, we have a solution to help manage the complete lifecycle of your paper records.
Whether tracking active files stored on-site for regular access or inactive boxes in an off-site records center, you can always know their status and location, including ownership, retention dates, and more.
Role-Based Security
Ensure the right people are seeing and doing the right things. Each security profile defines what users can do (their role) as well as what records they can access, based on multiple criteria, such as company, department, record series, and location.
Robust Reporting
Create unlimited custom reports or use one of our standard templates. Customize each report so you only see the data you need. Build a basic report with a few clicks of your mouse or build out complex forms including logos and dynamic formatting.
Retention Scheduling
Easily schedule records for transfer or destruction with dynamically-calculated retention dates. Simply assign your record series to a file or box, and the system automatically calculates the transfer and destruction dates, including event-based retention.
Record Circulation Tracking
Use circulation tracking to manage check-in/check-out requests, including tracking the status of requests, maintaining a history of custody changes, and generating and emailing overdue notices.
Visual Space Management
Locate records easily with the space management feature, which displays a virtual records center with configurable aisles, bays, and shelves. Know your available space without leaving your desk.
Disposition Management
Organize dispositions into defined batches of eligible records that may be destroyed with a single touch once check-outs have been cleared.
Customizable Screens
Manage and track your records with intuitive navigation and screens that can be customized to your needs. Configure home screen features, collapse, or expand menus as needed, and choose search filters and displayed columns to suit your workflow.
Extensive Records Search/Retrieval
Take advantage of full text, Boolean searching capabilities, as well as our exclusive “Smart Search” feature that allows your searching to be as simple or complex as you like.
Profiles
Allows you to hide and require fields, streamline data entry, and customize default settings for new users making records management more efficient and consistent.
Need Something More Robust?
Versatile 2025, with Advanced Physical Records Management, takes physical records management to the next level for organizations that are larger in scope and complexity or more highly regulated. In addition to the features above, see the software’s advanced records management features below:
Retention Holds
Ensure you don’t destroy records that are pending litigation, audit, or review by applying retention holds. Holds can be applied to individual records, entire classes of records, or to search results involving multiple criteria. Applying a hold automatically suspends calculated disposition dates until the hold is cleared.
Audit Trail
The system monitors changes to records automatically while you go about your standard data maintenance processes. Capture who is performing changes, when the last updates occurred and rollback to a previous point in a record’s life or restore a deleted record.
Extensive Records Search and Retrieval
Powerful search controls provide accurate search results when looking for records, including multiple ways to view the results to best suit the scenario. With strategies and views, you can save keywords and other search filters for repeat use, share with other users, as well as customize the columns displayed when viewing results.
Document-Level Tracking
Manage records down to the document level, including the ability to barcode, checkout, hold, and destroy documents—either independently or within a file folder.
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401 W. Front St.
Suite 305
Boise, ID 83702
(800) 513-1000
connect@zasio.com
A pioneer in information governance, we continue to expand our technology and consulting services to help businesses of all sizes maintain the highest records management and retention standards.