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SmartSearch

Document Management

Smart Search Document Management Software by Square 9 Softworks

Document Management Software

From small business applications to enterprise solutions, organizations that utilize document-intensive processes rely on Square 9 to streamline their workflows as they eliminate inefficient paper processes.

 

These features make SmartSearch the best document management software on the market today!

 

A Quick Introduction to SmartSearch

 

See how SmartSearch can improve your document
efficiency with this brief 5 minute video.

 

 

Document Management Software

Modular Design

 
SmartSearch is offered as both a departmental and enterprise class document management solution allowing organizations to easily scale to their document management software needs.

The flexible nature of SmartSearch makes it ideal for paper-intensive businesses such as law offices, physician practices, accounting firms, trucking companies, and mortgage and title companies that are looking for a cost-effective way to eliminate their paper-based filing systems.

With its unique scalability, the SmartSearch document management system offers you the opportunity to incorporate enterprise document management software into your business at a price you can truly afford. SmartSearch also lowers your total cost of ownership because it’s easy to install, learn, use and support. This is by far the most scalable, modular enterprise document management system available for your business.

SmartSearch comes pre-packaged with KeyFree Indexing, our unique tool for OCR-assisted data entry as well as Data XChange for internal ODBC data updates. DataMerge services are also available for ODBC and OLEDB type connections with external data sources. Both tools allow end-users to quickly and easily scan and index documents with reduced data entry requirements. The comprehensive nature of the software makes SmartSearch the best document management solution for many companies around the country. 

 

SmartSearch Professional Edition Document Management Software

The perfect electronic document management software solution for Small to Medium Business (SMB) and departmental applications. With its modular design, the SmartSearch Enterprise Document Management Solution Professional Edition offers maximum flexibility in both pricing and configuration by allowing organizations to select only the tools needed for their specific business application.

SmartSearch Corporate Edition Document Management Software

This is the best document management system for organizations looking to leverage the full spectrum of what SmartSearch Enterprise Content Management has to offer. As a comprehensive document search system solution that includes licensing for disaster recovery and test bench applications, the Corporate Edition delivers a tremendous balance of value and enterprise-class functionality.

 


I estimate that SmartSearch has saved me 15 hours each week that I can now devote to other town business. That equates to a more than 35-percent gain in my personal productivity, and it gives me a sense of personal satisfaction because I’m getting my job done better and more efficiently.

— Susan Griggs, Town Clerk, Centerville, TN

Implementing a SmartSearch solution allowed us to solve numerous problems and address risks posed by our outdated paper-based system. At the same time, it allowed us to streamline our internal business processes, operate more efficiently and provide better customer service.

— Tom Casalino, Chief Financial Officer, Airline Reporting Corporation

 

F.A.Q.

Q – Is SmartSearch document management software expensive?

A – No, SmartSearch scales easily from small business applications to enterprise solutions. Pricing is based on the number of concurrent users and the optional components required making it affordable to businesses of all sizes. In addition, SmartSearch can be acquired through flexible leasing options like any other investment in office technology.

Q – Can I start off with a basic installation and add users or features later?

A – Absolutely. It is common for organizations to begin with a limited initial investment in SmartSearch and expand on it as its value becomes proven. Start with one department today and extend SmartSearch enterprise-wide over time.

Q – Do I need additional scanning software?

A – No, SmartSearch includes a fully integrated scanning module which includes all of your essential tools for capture. If you already own a scanning solution, SmartSearch integrates with industry leading solutions such as Artsyl, Kofax, PsiGen and Kodak Capture.

Q – I already have a scanner; can it be used with SmartSearch document management?

A – Our unique Capture Workflow module allows SmartSearch to work with any brand of scanning equipment that can send a file to the network. This includes desktop or production scanners and multifunctional printers.

Q – We have a mixed environment of PC’s and Mac’s. Will SmartSearch work for all my users?

A – While SmartSearch is a .Net based application running on Microsoft SQL Server, it can easily be extended through GlobalSearch, Square 9’s cross platform interface which runs on both iOS and Safari.

Q – What are the server requirements to run SmartSearch?

A – Server hardware requirements vary depending on the number of concurrent users. For small business customers, it is possible to run the SmartSearch server on a Windows 7 desktop. For enterprise customers, a client server environment would be recommended. To see a list of recommended hardware requirements, see technical details below.

Q – What types of files can be stored in SmartSearch?

A – The open architecture of SmartSearch allows any file type to be stored within SmartSearch. The SmartSearch viewer supports all major image and Office formats including: PDF, TIFF, JPG, PCX, TXT, RTF, CSV, DWG, MSG, Word, Outlook, PowerPoint and Excel.

Q – Will SmartSearch work with my multifunctional Printer/Copier/Scanner?

A – Absolutely. SmartSearch will integrate with any capture software or MFP device using standard capture and drop to a directory. Our SmartCapture scanning interface also provides native TWAIN based imaging support or you can easily integrate with most multifunctional printers via digital on-ramp connectors like; Office Workflow for Kyocera HyPAS and Sharp OSA, ScanFlowStore for Xerox, DigiDocFlow for Ricoh/Savin, ScanTag for Muratec, NSI AutoStore and eCopy.

Q – Can I access files stored in SmartSearch from my other business applications?

A – Yes, SmartSearch provides a number of tools for image enabling your business applications. Our Image XChange option allows you to call a file from SmartSearch without any integration requirements and works with virtually any business application through its unique GDI hooking technology. More traditional integration methods are also available through .Net and RESTful API calls.

Q – The idea of scanning my records is daunting, is there a best way get started?

A – It can seem a little overwhelming at first but users quickly realize that SmartSearch provides several different approaches for attacking your back file and for eliminating the flow of paper going forward. To learn more about the options available, view our white paper on Getting Started with ECM.

Technical Details

Architecture

SmartSearch is based on Service Oriented Architecture (SOA) and built on the .NET platform. With a strong belief in the use of open architecture and industry standards, Square 9 Softworks created SmartSearch not only as a powerful and scalable platform to expand on. Features like Active Directory integration and SOA architecture deliver functionality not found in other enterprise class application.

The open architecture of SmartSearch and its adherence to industry standards ensures that it is the right solution for the present and the future. By storing documents in their native file format (PDF, TIFF, JPG, PCX, TXT, RTF, CSV, DWG, MSG, Word, Outlook, PowerPoint and Excel), SmartSearch makes sure your documents will always be available for export without the added cost of a conversion.

SmartSearch combines this use of open file formats with the power of Microsoft’s SQL Server 2012 database engine. Long established as an industry standard, MS SQL Server delivers unparalleled performance. Should a company wish to integrate SmartSearch with other database applications, its open table structure within SQL Server provides an ODBC/OLEDB compliant platform for data exchange.

Hardware Requirements

Square 9 SmartSearch has been certified on Windows Server 2003 (including R2), Windows Server 2008 (including R2), Windows Server 2012 (including R2), Windows 7 Professional and Ultimate, and Windows 8 (including 8.1) Professional as server platforms and Windows XP Professional, Vista, Windows 7 Professional and Ultimate, and Windows 8 (including 8.1) Professional for clients (SmartSearch does not support Home editions). The Microsoft .NET platform is required for the operation of SmartSearch, however, it will be automatically loaded with the installation of SmartSearch along with the Microsoft SQL 2012 Express database engine.

SmartSearch is a storage independent solution. Records archived within SmartSearch can be saved to any server on the network requiring only a UNC Share path or mapped drive. SmartSearch supports the storage of records to SAN, NAS, near line optical libraries including WORM or offline to CD or DVD.

Virtual server environments are fully supported. Square 9 tests virtual environments using VMware ESX Server.

Note: 64-bit servers running Exchange, SharePoint, WSUS or any other product that require IIS to run in 64-bit only mode (commonly Small Business Server) require a workaround to be implemented per Microsoft.

Recommended SmartSearch Server Hardware

 
1 to 3 Concurrent Users (Single Server)
1 Dual Core or greater processor
2 GB of available RAM
7.2K RPM hard drives in a fault tolerant configuration 3 GB of space for application installation
7 GB of available free space for SmartSearch Services
Disk space to accommodate scan volumes (assume about 50 MB for every 1,000 scanned pages)
Disk space to accommodate data storage (assume about 100 MB for every 100,000 document records)

3 to 20 Concurrent Users (Single Server)
1 Dual Core or greater processor
4 GB of available RAM
7.2K RPM hard drives in a fault tolerant configuration 3 GB of space for application installation
7 GB of available free space for SmartSearch Services
Disk space to accommodate scan volumes (assume about 50 MB for every 1,000 scanned pages)
Disk space to accommodate data storage (assume about 100 MB for every 100,000 document records)

21 to 40 Concurrent Users (Single Server)
1 Quad Core/2 Dual Core or greater processor
4 GB of available RAM
15K RPM hard drives in a fault tolerant configuration 3 GB of space for application installation
7 GB of available free space for SmartSearch Services
Disk space to accommodate scan volumes (assume about 50 MB for every 1,000 scanned pages)
Disk space to accommodate data storage (assume about 100 MB for every 100,000 document records)

41 to 100 Concurrent Users (Dual Servers)
Application Server:
1 Quad Core/2 Dual Core or greater processor
8 GB of available RAM
15K RPM hard drives in a fault tolerant configuration 3 GB of space for application installation
7 GB of available free space for SmartSearch Services
Disk space to accommodate scan volumes (assume about 50 MB for every 1,000 scanned pages)

Database Server:
2 Quad Core or greater processor
4 GB of available RAM
15K RPM hard drives in a fault tolerant configuration 3 GB of space for application installation
7 GB of available free space for SmartSearch Services

101+ Concurrent Users (Dual Servers)
Contact your Square 9 Regional Sales Director to discuss requirements.

Additional Capture Service on Existing Server (Add’l)
SmartSearch Capture Service:
1 Quad Core or greater processor
4 GB of available RAM
3 GB of available free space

Database Server
2 Dual Core Xeon Processor
4 GB RAM
15K RPM hard drives in a fault tolerant configuration
Disk space to accommodate data storage (assume about 100 MB for every 100,000 document records)

Recommended SmartSearch Client Hardware

 
Windows XP Professional
Pentium 4 (or equivalent non-Intel) or greater processor
1 GB RAM
7200 RPM hard drive 1 GB of available disk space

Windows Vista Business or Ultimate
Pentium 4 (or equivalent non-Intel) or greater processor
1 GB RAM
7200 RPM hard drive
1 GB of available disk space
Dedicated video memory

Windows 7 Professional or Ultimate
Pentium 4 (or equivalent non-Intel) or greater processor
1 GB RAM
7200 RPM hard drive
1 GB of available disk space
Dedicated video memory

Windows 8 Professional
Pentium 4 (or equivalent non-Intel) or greater processor
1 GB RAM
7200 RPM hard drive
1 GB of available disk space
Dedicated video memory

**SmartSearch does NOT support Home editions versions of the Microsoft operating systems.

Data Sheet

 

SmartSearch, the one solution when you’re looking for:

 

 
 

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