http://www.square-9.com/document-management-software | Document management software solutions help businesses cut costs with reduced paper usage and improved workflow. Programs like SmartSearch from Square 9 enable a paperless office, where basic hard-cost savings are compounded with reduced need for IT staff, plus improved communication among employees, clients, and partners.

1. How to Cut Business Costs with
Cloud-Hosted Document Management
There are plenty of clear and obvious reasons to implement paperless office software into a
business, but it doesn’t hurt to know that there are also some altruistic ones. A well-run
enterprise can save on the costs of outdated, paper-based document and filing systems, reduce
the need for skilled IT staff, and, at the same time, save some of the 4 billion trees cut down
worldwide each year.1
How is it possible to achieve all of these ambitious goals? An increasingly
popular business model, converting to cloud-enabled electronic document organizer software
will meet these goals, and more.
Choosing the Right System
The right document management system should provide simple training requirements designed
to encourage higher system usage rates within the organization. Ease of training, in turn, saves
productivity and time, which ultimately leads to cost savings. The right system will have
maximum scalability and a modular design, so it is adaptable when the company’s needs
change—ideally, as growth happens. That ease of training is especially beneficial when adding
new departments or staff members because it will support a smooth integration for employees,
new documents and integration with other systems.
Increased Efficiency at Every Level
The most paper-reliant businesses, like legal departments, physician offices, accounting firms,
real estate and trucking companies, are prime candidates for electronic content management
methods. These companies will realize dramatically increased productivity with affordable,
adaptable cloud-based document management systems. A cloud-hosted software solution like
SmartSearch from Square 9 streamlines electronic document management while offering
transformative benefits both for small business and for enterprise class applications. The savings
from eliminating outsourced storage or management of paper filing systems result in improved
workflow and efficiency at every level.
With their potential for frequent infrastructure problems, eliminating the need for older on-site
server systems allows for further reduction in IT staff needs. At the same time, electronic
systems open opportunities for remote collaboration among employees, clients, and suppliers.
For example, several people can view and edit a document simultaneously, in real time.
The Surveys Show Results
Cloud computing is no longer a new, untested approach. A British survey1
revealed that one in
five small to medium sized businesses (SMB) now use some form of cloud-based business
application, and many report cost savings and increased profits. A survey of 1,300 U.K. and U.S.
based companies2
found that two-thirds of SMB cloud users experienced reduced IT costs, while
three in five were able to reinvest the savings into the business.
Information management is a key function of cloud-hosted software, improving all business
processes through faster access to information. Having instantaneous access to accurate

2. information saves staff time, and leads to more collaboration and information sharing, both
within and outside the enterprise. It further improves customer delivery or fulfillment. Managing
information digitally requires less storage space and reduces the rate at which storage needs
increase. It will lower the costs otherwise incurred for storing, retrieving, and handling new
paper records.
Company Bio
Square 9 is a trendsetting software development firm based in New Haven, Connecticut.
Renowned for their award-winning SmartSearch Document Management product suite, Square 9
delivers solutions that are easily adopted to automate any paper-intensive office. For more
information on implementing content management solutions for the capture, storage, and
retrieval of document-driven information, please visit www.square-9.com.