Designed to simplify and improve the process of organizing and managing physical and electronic records for small to mid-size companies, Versatile Professional is intuitive, secure, and reliable. It’s everything you need to confidently run your records management program.
Versatile Professional
your virtual records management toolbox.
Key Features
Physical Records Management
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 Professional helps you to always keep track of the location of your physical files. Records can be associated to departments and assigned to a robust file classification system.
Comprehensive Security
Keep your whole team up to date on the state of your records without granting each person full- access to your system. Define who can access functionality by each person’s role. Enhanced security lets system administrators manage access to software functionality, information stored within companies, information stored within departments, and records stored in record centers.
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
Schedule records for physical transfer or destruction and dynamically calculate retention. Simply assign your record series to a file or box, and the system automatically calculates the transfer and destruction
dates.
Record Circulation Tracking
Use the circulation tracking feature to perform records request handling including tracking the status of requests, maintaining a history of custody changes, and generating and emailing “overdue” reports.
Visual Space Management
Locate records easily with Versatile Professional’s space management feature, which displays a virtual records center with configurable aisles, bays, and shelves. Always know the amount of available space and don’t travel to your storage room to see where your records are!
Disposition Management
Organize dispositions into defined batches of records that may be destroyed with a single touch when they have completed their lifecycle.
Intuitive, Customizable Screens
Tailor the screens to meet the specific needs of your organization. Change the names of dialog boxes, buttons, column headings, and menu options. Additionally, user-defined fields, such as memo, text, or numeric fields, allow you to add relevant and consistent information to your records.
Imaging
The built-in scanning feature allows paper records to be scanned directly into Versatile Professional, eliminating the need to pull the physical record to see its contents.
Label Design
Create an unlimited number of label designs for your files, boxes, and record center, or use pre-defined labels. You can even create custom color-coded label designs without the need to learn expensive third-party software.
Tracking Solutions
Improve accuracy and optimize tasks in your Versatile software with labels and scanners. Versatile uses fully integrated Code 39 barcode technologies. We offer a solution for every environment – tethered for when you are at your workstation; cordless for when you want to move about a bit more freely and are within 30 feet of your workstation; and portable for when you are away from your workstation and need mobility.
Search and Retrieval
Include full text searching capabilities. This is a powerful feature that allows you to search the Versatile Professional database. Search for full-text descriptions and/or a range values and filter by any number of properties.
Flexible Hosting Solutions
Available On-Premises or via Software-as-a-Solution (SaaS)
These Add-On Modules Complement Versatile Professional
Expand the Power of Versatile Professional
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 Professional, 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.
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.
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.
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.
Looking for something more robust?
Our other records and information management solutions might be what you’re looking for.
Enterprise is designed to meet the records management needs and the information governance challenges of mid- to large-sized businesses. Enterprise has support for complex record structures and a customized user experience. Enterprise is also available in Legal Edition (LE).
Learn More