Our flagship product does it all. Best suited for mid-to large-size companies, Enterprise can support multiple users and complex record structures. You can even customize user profiles and security settings to the letter. Enterprise is the total package. Versatile Enterprise also comes in Legal Edition (LE), exclusively designed for law firms.
Manage Electronic Records
Organize and store electronic records easily. You can even manage documents located in other repositories. Drag and drop, copy and paste, or bulk import electronic records and navigate them using common folder structures. Assign retention by folder and take the guess work out of destruction policy. Store and edit working documents with complete revision history.
Manage Physical Records
Whether your files are still in use and need to be accessed regularly (“active”) or stored in boxes and put away for eventual disposition (“inactive”), Versatile Enterprise helps you track their location at all times. With Versatile Enterprise, records can be associated to departments and assigned to a robust file classification.
Classify emails as records efficiently. VE makes it easy by tapping into the way you already organize emails in folders. There’s no need to classify them from memory. And if collaboration causes you headaches, Versatile Enterprise can fix that too. Your team can share, search, and link emails from a secure, central repository. Capture email automatically or manually.
Manage Images as Records
Manage images as records with a retention and destruction policy. Users can categorize images according to content, document sensitivity, etc. Scan or load images directly into established queues, and sort by user, department, or content. Organize images in batches when performing bulk scanning. Users can view and annotate images for later association with records. Draw lines and shapes, add notes, highlight text, and more to images.
Schedule records for transfer or destruction and dynamically calculate retention. Simply assign your record series to the file or box, and the system automatically calculates the transfer and destruction dates.
Keep your whole team up-to-date on the state of your records without granting each person full-access to your system. Grant and restrict access to functionality and data.
Place legal holds and suspend normal disposition or processing of relevant records.
Track changes made to records transparently. You can also use this tool to “roll back” some properties of a record to a previous state.
Complex Record Structures
Define multiple-level record structures as the foundation of your file classification system. Record structures reduce file classification errors by ensuring record series are entered with standardized structures.
Creating profiles allows you to customize fields for each user so they see only what they need to in terms that make sense to them.
User Defined Customization
Create text, memos, check boxes, drop-downs, and custom list user-defined fields for custom metadata.
Multiple Language Options
Customize the software interface to display menus in any language.
Locate records easily with Versatile Enterprise’s space management feature, which displays a virtual records center with configurable aisles, bays, and shelves. Don’t travel to your storage room to see where your records are!
Bill departments automatically for records management functions, such as file/box checkout or records storage.
Customizable Data Views and Reporting
View your records in multiple ways, including configurable display grids, powerful reporting functionality and easily exportable views. Save search filters, display options and report templates for yourself or share with the team.
Flexible Hosting Solutions
Available On-Premises or via Software-as-a-Solution (SaaS)
Apply the power of Versatile Enterprise’s physical records management to electronic records. ERMS (Electronic Records Management System) empowers users to easily organize and store electronic records, including e-mail, word processing documents, spreadsheets, PDF files, scanned images, and more in a central and secure repository. With ERMS, you can manage images as records. Scanned documents are not just scanned and indexed, but they are stored in Versatile Enterprise, right alongside the physical records from which they were generated. You can also apply retention schedules to folders in advance, providing consistent enforcement of record retention policies across your organization.
Gather data from one or more source files and import it into your Versatile software. Mapping your data into Versatile is easy with Versatile Import. Save hours of data entry, eliminate errors, create multiple and customized templates, and even format data for consistency.
Providing critical notifications to individuals with a need to know is becoming a top priority within the records management industry. Send personalized emails to notify users of events occurring in Versatile. Automatic notifications may be scheduled as a timed job or triggered by virtually any business process. You can rest easy knowing that due dates and important details won’t fall through the cracks.
Not every person in your organization needs access to the full Versatile application, but many might need to request access to certain records. With Versatile Corporate-Wide Access, requesting access is easy and can be done anywhere via the Web. When you add Versatile Corporate-Wide Access to Enterprise, for example, you can search boxes and files, as well as view corporate retention schedules. You can then send an electronic checkout request to the records center. Versatile Corporate-Wide Access places records and retention information within everyone’s reach, with minimal training.
OCR monitors new and updated files that are eligible to be processed, extracts the text from the document, and automatically stores it in the database for easy keyword searching. This allows documents that would not normally be searchable, such as images or scans of documents, to be as accessible as standard documents without any additional processing by the user. Because there is no client interface, after you initially configure OCR, everything runs behind the scenes. No additional work is required.
Create custom color-coded label designs for files or boxes, right from within the Versatile software. With the Color Label Designer, you can print color on your labels based on text, date, and numeric data from your Versatile database. You can also print static shapes, text, barcodes, lines, and graphics such as a company logo or any bitmap file.
Versatile Fuse extends the reach of Versatile by creating connections to other systems. For example, Fuse can send your approved retention schedule to a document management system so you can apply it to other records. Or, Fuse can publish to middleware to give other subscribing applications easy access to your data.
Versatile Mobile Package is a perfect add-on to your Versatile software and creates a seamless, end-to-end records management program that you can access from virtually anywhere. Highly mobile workers will appreciate its ability to make quick work of daily records management tasks, such as scanning barcode labels, performing records searches, and managing check-ins / check-outs.