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.
Retention Scheduling
Easily schedule records for transfer or disposition with dynamically-calculated retention dates. Simply assign your retention policy to a file or box, and the system automatically calculates the transfer and destruction dates, including event-based retention. Optionally, configure boxes to inherit the longest retention period of their files.
Label Design
Create an unlimited number of label designs for files and boxes for easy identification and optional barcode scanning functionality.
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.
Extensive Records Search and Retrieval
Take advantage of our exclusive “Smart Search” feature and flexible searching operators to make searching simple or complex, including full text and boolean search capabilities.
Security Control
Ensure the right users 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, and location.
Dashboards
Visualize your information with customizable dashboards. Several default dashboards come with the system that you can use as-is, or you can modify to suit your purposes.
Visual Space Management
Locate boxes 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.
Electronic Attachments
Easily attach electronic documents to records with the upload or scan (on-prem only) options, eliminating the need to pull the physical record to see its contents.
Disposition Management
Organize dispositions into defined batches of eligible records that may be destroyed with a single touch once check-outs have been cleared.
Tracking Solutions
Improve accuracy and optimize tasks in your Versatile software with labels and scanners. Barcode scanners (sold separately) allow you to file and track records with the ease of “point and click.”
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 or build out complex forms including logos and dynamic formatting.
Customizable Display
Use the system profile feature to mark fields required for data entry, hide those you don’t use and optimize the layout.
Audit Trail Log
Monitor changes to records automatically while you go about your standard data maintenance processes. Capture who performed changes and when the last updates occurred.
User-Level Screen Preferences
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.
Standard Record Series Management
Schedule records for transfer or destruction with automated retention dates. Input and maintain your retention directives to easily maintain accurate policies with consistent access.
Need Something More Robust?
When your records environment demands deeper control, Versatile 2026 with Advanced Physical Records Management provides expanded capabilities designed for complex, high‑value records programs.
It extends standard functionality by enabling document‑level tracking, retention holds, enhanced security controls tied to retention policy and country, and more sophisticated disposition and audit features. In addition to the features above, see the 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 disposition options and eligibility until the hold is cleared.
Advanced Record Series Management
Advancd Record Series Management introduces retention for documents, comprehensive search tools, and retention calculations based on a record’s country of storage or its media type. Additionally, it enforces mandatory fields according to each retention policy, helping maintain consistent data.
Enhanced Security Control
Enhanced Security Control restricts access based on retention policy and country, in addition to role, company, department, and location. This ensures users can access records only in ways permitted by the retention rules and jurisdictional requirements that govern them, supporting compliant management across regions.
Document-Level Tracking
In addition to boxes and files, Advanced Physical Records Management allows you to manage records down to the document level, including the ability to barcode, checkout, hold, and destroy documents (either independently or within a file folder).
Enhanced Disposition Management
Organize dispositions into defined batches of eligible records that may be destroyed with a single touch once all check-outs have been cleared. Enable the advanced disposition option to allow electronic disposition review by any number of authorizers and require e-signature capture during review or final processing.
Audit Trail with Snapshot History & Rollback
Automatically track record changes during routine data maintenance. Capture who made updates, when they occurred, and compare past versions to the current state. Use the audit trail to restore deleted records or roll back to a previous version.
User-Level Profiles
Support a broad range of user preferences by creating multiple profiles that allow configuration of field visibility and data entry requirements unique for each role.
Extensive Records Search and Retrieval
Start with highly sophisticated, field-aware filtering, letting users pinpoint records with exact text matches, specific list selections, and values inside or outside precise numeric or date ranges. Then expand with powerful search builder tools and the option to save search filters to turn large, complex data sets into precisely targeted, actionable result sets for downstream workflows
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Quick Links
Corporate Office
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.