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. Everything you need confidently run your records management program.
your virtual records management toolbox.
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 track their location at all times. With Professional, records can be associated to departments and assigned to a robust file classification.
Print labels for your files, boxes, and locations. You can include any data field, including user-defined fields and barcodes. You can also create custom color-coded label designs for files or boxes based on data from your Versatile database—without the need to buy expensive third-party software.
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.
Organize destructions into individual batches of records (boxes and/or files) to be destroyed as a whole. When the time comes to destroy records that have completed their lifecycle, simply process the batch.
Versatile Professional contains a convenient built-in imaging system that allows you to attach electronic files, such as PDF and Word documents, to a file or box. You can even scan images or load from a network or PC.
Checkout Manager performs records request handling, tracks the circulation of your files and boxes, handles check out requests, and allows you to generate and email “overdue” reports.
Locate records easily with Versatile Professional’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!
Integrated Reporting System
Create unlimited custom reports for inventory, circulation, and destruction so you only see the data you need. The built-in Report Wizard helps you build a basic report with a few clicks of your mouse.
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.
Flexible Hosting Solutions
Available On-Premises or via Software-as-a-Solution (SaaS)
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.
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).