Software/ Physical Records
Versatile 2026 · Physical Records Management
Physical Records Management
Boxes, files, and documents tracked to the shelf position, with barcodes, RFID, circulation, disposition, and native mobile scanning. From the day a department asks for a box to the day the certificate of destruction is filed, every step is on the record, governed by one retention schedule, whether you manage paper alone or paper and electronic records together.
Trusted by
- City & County of Denver
- University of Washington
- Highmark Inc.
- Inter-University Council of Ohio
- …and a global pharmaceutical company
1 · Intake
The business sends records in, through the system
No matter the size of your business, your industry, or the capacity of your records management needs, we have a solution to manage the complete lifecycle of your paper records. And the lifecycle starts before the box reaches the shelf. New inventory arrives as a request, not a phone call, and it lands in a queue your records team owns. Your records and information management goals are our top priority, so we designed a program that's intuitive, secure, reliable, and automated for maximum efficiency.
Box and file creation requests
Any employee with Corporate-Wide Access submits a request for a new box, with the file-level detail already typed in. Records staff see the request queue, assign a clerk so nothing is handled twice, exchange comments with the requester when something's missing, and process the request into a real box and its files in one step. Cancelled or completed, the request keeps its history.
Bring existing inventory in, and back it out if you must
Versatile Import (Data Import) maps spreadsheets, SQL Server, Oracle or any ADO source onto boxes, files, record series, departments, storage rooms and users; saved configurations, transformation rules and a validation pass run first, and an import can be reverted after the fact. Migration day stops being a one-way door.
Works with the barcode hardware you already own
Scan batches from any barcode reader or import them as a text file; direct-connect scanners are recognised by prefix (box, file, document); failed items are re-processed, not re-scanned. Zasio's native iOS and Android apps are one input among several — no proprietary guns required. Improve accuracy and optimize tasks with labels and scanners: barcode scanners (sold separately) let you file and track records with the ease of “point and click.”
Labels, your way
Unlimited label designs with barcodes, a color-coded label designer, and a print queue fed from any screen, or straight from data import. Create an unlimited number of label designs for files and boxes for easy identification and optional barcode scanning.
“With an intuitive user interface and the ability to send electronic requests to check out records and submit file or box creation requests, ISHS employees could access all of their records information from anywhere, any time.”
2 · Store & find
Every box to the position — and every question answered in one search
Tracked at every level
Boxes, the files inside them, and the documents inside those, each with barcodes, RFID pairing, retention dates, and full location history. 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 tracks their location at all times. Identify record ownership with departments and assign retention classification for life cycle management.
Space you can see
Model your records center to aisle, bay, shelf, and position and work from a graphic view of each bay: occupied, available and checked-out positions at a glance, positions reserved by box type, blocked positions, and a box inquiry straight from the diagram. Locate boxes easily: the virtual records center has configurable aisles, bays, and shelves, so you know the available space without leaving your desk. Print location labels from the same screen.
One search box, every record type
Global Search sits in the title bar of every page and runs Smart Search syntax across boxes, files, documents, holds, batches, schedules and citations at once, with results counted per type. 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, plus saved searches and a query builder that turns a hard question into a repeatable one.
Collections: your working sets
Pull boxes, files, documents, schedules and record series into a personal collection (with folders) for an audit, a litigation matter or a project. Items are links, so they're always current, and a collection can be shared with colleagues in one click.
Your fields, your columns, your reports
Add user-defined fields — text, memo, check box, drop-down, custom lists — to boxes, files and documents; they're searchable and exportable like any other field. Show, hide, group and reorder grid columns and keep the layout per user. Export any grid to Excel; run any report to PDF or Excel, or e-mail it from the preview. Create unlimited custom reports or utilize any of the standard templates. Customize each report so you only see the data you need, and build a basic report with a few clicks or build out complex forms including logos and dynamic formatting. Use the system profile feature to mark fields required for data entry, hide those you don't use, and optimize the layout.
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.
3 · Circulate
Circulation without chaos
Two tools, one custody record
The Check Out Wizard walks a clerk through new requests, pending items and returns at scan-gun speed; the Check Out Manager handles volume: browse open and closed requests, extend due dates, cancel, report. Requests carry a priority (Low, Normal, ASAP, Rush), and end users submit them electronically instead of e-mailing or calling. Manage check-in/check-out requests, including tracking the status of requests, maintaining a history of custody changes.
Mobile, in the stacks
The Versatile Mobile Package (native iOS and Android apps) scans barcodes and RFID for lookups, check-in/out, put-away, and location audits, online or offline batch.
4 · Dispose
Destroy, transfer, or archive — and prove it
Retention dates calculate themselves. Event-based and fiscal-year rules are included, with a background retention processor re-applying every policy change to every affected box, file and document. Easily schedule records for transfer or disposition with dynamically calculated retention dates: simply assign your retention policy to a box or file, 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. When the date arrives, disposition is a batch with an outcome you choose and a paper trail you can hand to counsel.
Disposition is more than destruction
Define your own disposition methods — transfer to an archive or long-term storage facility, shred, destruction by a service provider, donation — and batch boxes, files and documents to any of them. Attach the certificate of destruction, the vendor's inventory sheet or the transfer paperwork to the batch itself, so the proof lives with the record of what left.
Destruction you can prove
Organize dispositions into defined batches of eligible records that may be destroyed with a single touch once check-outs have been cleared. Ensure nothing is destroyed prematurely with extensive holds checking, named authorizers for online review and approval, and e-signature verification for final processing. Every step is journaled, and holds suppress destruction inside the engine itself.
Retention holds that cascade
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 search results; applying a hold automatically suspends disposition eligibility and execution until the hold is cleared. Put a box on hold and every file and document inside it follows; put a record series or schedule on hold and every record under it follows. Holds carry a status (Pending, On Hold, Released, Rejected), an estimated release date and their own history.
5 · At the scale of the organization
Built for organizations, not just record rooms
Multi-company, multi-department, one system
Model holding companies, subsidiaries, agencies and departments as they really are. Record series can be Global (shared by everyone), Company-wide, or Departmental, up to five levels deep, so a corporate file plan and a department's own schedule coexist, with security scoped by company, department, location, retention policy and country. 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.
Change a thousand records at once
Global Changes let you find any group of boxes, files or documents by any filter and update almost any property in one pass — re-boxing, a department reorganisation, a policy re-assignment — with the change on the record. No SQL, no scripts, no ticket to IT.
The system tells you what's due
Scheduled e-mail notifications go to the right users or security groups with the report attached (PDF, Excel, or embedded in the message): overdue check-outs, records eligible for disposition, pending requests, whatever your query defines. Delivery is queued and logged.
Dashboards, published to everyone
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, and the same dashboards can be published to the Corporate-Wide Access home page, so the whole company sees the numbers without a records login.
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. Monitor changes to records automatically while you go about your standard data maintenance processes.
Country- and media-based retention
Dynamically adjusts retention periods based on multiple factors like country, department, and media type. This feature supports layered exceptions, allowing global defaults, regional overrides, and departmental variations to coexist and recalculate when policies change. The result is a system that handles complex, real-world retention requirements far beyond basic “one-size-fits-all” rules.
“You don't have to know SQL and scripting to be able to make even global changes. You can do a lot without having extra access and admin rights.”
Two tiers, one truth
Standard Records Management formerly Versatile Professional
Full lifecycle tracking, circulation, space management, dashboards, reporting, and a 20,000-document Core ERM allowance: physical and digital together from day one. Retention dates calculate themselves, including event-based rules, and a box can be set to inherit the longest retention of the files inside it.
Advanced Records Management formerly Versatile Enterprise
Need more than that? When your records environment demands deeper control, Versatile 2026 with Advanced Records Management provides expanded capabilities designed for complex, high-value records programs. It extends standard functionality by enabling document-level tracking (with revisions and linked documents), retention holds, check-out priorities, the query builder, audit rollback, country- and media-based retention, enhanced security controls tied to retention policy and country, and more sophisticated disposition and audit features. Because holds, country-based retention and snapshot audit apply to electronic records too, the tiers are named for the records program they serve, not for paper alone.
| Product features | Standard formerly Versatile Professional | Advanced formerly Versatile Enterprise |
|---|---|---|
| Physical Records Management: boxes and files | ✓ | ✓ |
| Electronic attachments & imaging | ✓ | ✓ |
| Retention scheduling | ✓ | ✓ |
| Check-out tracking | ✓ | ✓ |
| Robust reporting | ✓ | ✓ |
| Label design system, incl. color labels | ✓ | ✓ |
| Full-text searching | ✓ | ✓ |
| Automatic e-mail notifications * | ✓ | ✓ |
| Single sign-on authentication * | ✓ | ✓ |
| Barcode & RFID scanning with mobile readers * | ✓ | ✓ |
| Role-based security | ✓ | ✓ |
| Disposition management | ✓ | ✓ |
| On-premises or SaaS deployment | ✓ | ✓ |
| Customizable dashboards (charts & graphs) * | ✓ | ✓ |
| Multiple language options | ✓ | ✓ |
| Visual space management | ✓ | ✓ |
| Audit trail log | ✓ | ✓ |
| Customizable fields | ✓ | ✓ |
| Recent items | ✓ | ✓ |
| Core Electronic Records Management (20,000 items) | ✓ | ✓ |
| Retention holds | — | ✓ |
| Country-based retention | — | ✓ |
| Advanced record series management | — | ✓ |
| Enhanced security control | — | ✓ |
| Document-level tracking | — | ✓ |
| Enhanced disposition management | — | ✓ |
| Audit trail: snapshot history & rollback | — | ✓ |
| Extensive records search and retrieval | — | ✓ |
| User-level profiles | — | ✓ |
* Requires additional software, hardware, or configuration.
Core Electronic Records Management Standard
Store electronic documents and associated metadata within a folder structure with retention rules. Apply additional metadata to each folder that will be inherited by documents within the folder, such as retention policy and event dates. Limited to 20,000 documents; for higher volume and functionality, our Versatile with Electronic Records Management feature pack is available for an additional cost.
Document-level records Advanced
In addition to boxes and files, Advanced 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), with revisions and linked documents.
Extensive records search & retrieval Advanced
Start with advanced, context-aware filtering to pinpoint records using exact matches, null values, list selections, and inside/outside ranges. Use the query builder and saved filters to quickly turn complex searches into targeted, actionable results.
Enhanced security control Advanced
Restricts access based on retention policy and country, in addition to role, company, department, and location. This ensures control over who can access which types of records, reducing the chance of error and supporting compliant management across regions.
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.
Advanced record series management
Provides search tools, country-based or media-based retention calculations, and enforces mandatory fields per policy to maintain consistent metadata. Standard record series management schedules records for transfer or destruction with auto-calculated destruction dates driven by configurable retention rules, including event-driven triggers.
Deployment: SaaS or on-premises · SQL Server or Oracle · from a standalone single-user install to a centralised server · Windows authentication and enterprise sign-in · desktop, web client, Corporate-Wide Access and mobile. Full technical requirements →
Questions records teams ask first
Does it work with the barcode scanners we already have?
Yes. Barcode batches can come from any reader or a text file; direct-connect scanners are recognised by prefix. Zasio's iOS/Android apps are optional.
Can we add our own fields?
Yes — user-defined fields (text, memo, check box, drop-down, custom list) on boxes, files and documents, searchable and exportable, plus per-user column layouts.
Can it manage several companies or agencies in one system?
Yes. Companies, departments and business functions are first-class; record series can be Global, Company or Departmental, up to five levels deep, with security scoped accordingly.
Can we transfer to an archive instead of destroying?
Yes. Disposition methods are yours to define — transfer, shred, vendor destruction, donation — and each batch carries its attachments, such as the certificate of destruction.
Can departments request new boxes themselves?
Yes, through Corporate-Wide Access: they submit box/file creation requests; records staff assign a clerk, comment, and process them into real boxes.
Can we get data out?
Any grid exports to Excel; any report runs to PDF or Excel and can be e-mailed; scheduled notifications deliver reports automatically.