Announcing IBM Enterprise Records v5.2: An All New User Interface & More

Today’s Post By: Servando Varela, Program Director, Marketing and Strategy for Information Lifecycle Governance

IBM announced the release of IBM Enterprise Records V5.2 on October 14, 2014. With this release of IBM Enterprise Records we are pleased to unveil an all new web-based user interface based on IBM Content Navigator. IBM Enterprise Records can help an organization automate all record-based activities by supporting the entire lifecycle of records from creation to disposition. The new and improved IBM Enterprise Records interface will enhance our existing ZeroClick technology by further reducing the number of clicks required to execute records management tasks, thereby improving the efficiency of records management teams.


Imagine your business enhanced with the new IBM Enterprise Records user interface based on IBM Content Navigator.

IBM Enterprise Records V5.2 provides a number of additional features, beyond the new web-based user interface, to help organizations meet their records management needs, including:

  • IBM Content Manager Enterprise Edition (CM8) integration improvements for enhanced IBM Enterprise Records performance that speed implementation timeframes, reduce records management application footprints, and improve ongoing maintenance. This new integration with IBM CM8 removes the requirement for Content Federation Services and provides a highly scalable records management implementation to meet the demands of the largest IBM CM8 systems.
  • Performance improvements for large-scale record operations through lighter weight containers and automatic workflow enhancements.
  • Reporting improvements include new functionality that allow users to declare IBM Enterprise Records reports as a record. IBM Enterprise Records includes IBM Cognos® Business Intelligence so organizations can run the included reports. Crystal Reports will continue to be supported, as in previous versions.

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Additionally, the latest version of IBM Enterprise Records contains improved interoperability with IBM Global Retention Policy and Schedule Management. This integration enables records management organizations to:

  • Define, manage, and publish retention schedules for all information (not just records in a formal repositories) in order to reflect business value
  • More easily manage efforts to comply with significant differences in country laws
  • Efficiently connect and communicate with a broad community of records stakeholders
  • Streamline schedule updating and approvals
  • Provide business people direct web access to their own segment of the retention schedule
  • Produce data source-specific retention schedules automatically to improve execution-in-place across more of the disparate information environment

Once retention schedules have been defined and approved in the IBM Global Retention Policy and Schedule Management application, they can be automatically sent to IBM Enterprise Records and applied to actual documents or records.

IBM StoredIQ helps users sort through large volumes of content from disparate data sources, identify critical records, and clean up ROT. With IBM StoredIQ organizations can gain insight about their data and quickly get a view of what data is stored in their unstructured data environments through data analysis, visualization and auto-classification. Once the data has been analyzed, IBM StoredIQ can take action on the data to apply consistent policies for data storage and governance. IBM StoredIQ can help organizations with their records management, eDiscovery, data governance, data cleanup, data curation, compliance, storage rationalization, big data, platform migrations, and data center consolidation needs.

For more details about the new IBM Enterprise Records v5.2 release please visit our IBM Announcement page.

Want to learn more? Join us at ARMA 2014 and Insight 2014.

ECM Experience and Platform At IBM Insight 2014

Today’s Post By: Daniel Hernandez, ECM Cloud & Content Business Leader

How can you bring real productivity tools for content collaboration to your organization to make sure that everyone is more efficient?

At previous IOD conferences, we have talked about the strength and power of content as one of the drivers to this efficiency, and it being unleashed with the right experience platform.

Specifically, IBM Content Navigator.

This year, at IBM Insight 2014 not only will we be speaking about IBM Content Navigator and the work we’ve done with our “on prem” solutions like FileNet Content Manager and Content Foundation but we will also be talking about the new addition to the ECM family of products; IBM Navigator.

All of this, and a lot more will be discussed in the sessions listed under the ” ECM Experience and Platform” track.

There are a number of sessions, but of note I’d like to make you aware of three in particular:

Monday starts with the ECM keynote at 2:00, Smarter Content Now: To the Right Person at the Right Place at the Right Time (CGS-7075A) and continues at 3:30 is the IBM Enterprise Content Management Products and Solutions Strategy session (EEP-6611A)

Tuesday at 10:00 is The Unparalleled ECM Experience – IBM Content Navigator Update (EEP-6206A) and be sure to also come to our 1:45 session Industry Leaders, IBM ECM and SoftLayer Deliver Trusted Content Anywhere with IBM Navigator on Cloud (EEP-5498A).

Wednesday at 11:15, don’t miss Integrating IBM Content Navigator Into Your Enterprise (EEP-4578A) and at 4:30, No Moss with IBM Enterprise Content Management on the Cloud (EEP-6783C)

Finally, on Thursday at 3:00, The Essential Platform Behind Essential Content (EEP-5646A)

Follow the discussion as we drive to IBM Insight 2014 on Twitter.


We look forward to seeing you there.

Six steps to success: eDiscovery and Information Governance with Atlas

Today’s Guest Post by: Sonia Cheng, Manager, IBM Information Lifecycle Governance Domain Leader


When I was asked to author a blog post about Atlas, I immediately jumped on the opportunity. I must confess, I’m a bit of an Atlas nerd, aficionado, geek, whatever you want to call me.  I’ve spent the last decade on the working with clients of all shapes and sizes in the areas of eDiscovery, Records Management and Information Governance. Large global organizations are still struggling with ever-growing diversity and volume of data and complex regulatory & litigation demands. I believe that technology alone is not the answer, but a combination of people, process AND technology. While companies have many fantastic and innovative data initiatives, the larger and more regulated they are, the more risks they are likely to face without a defensible process to ensure that the information they are capitalizing on is being appropriately governed. As someone who has worked with many paralegals, attorneys, CIOs, CISO, people often ask me for the easy recipe for getting to defensible disposal.  I guess if it were so easy, we would all be retired and sitting on a beach somewhere. So in lieu of the beach, here are my thoughts around what large global companies should be considering around governing their data:


Step 1. Establish a Legal Holds Inventory

Seems easy enough, but can be remarkably challenging feat especially for large global companies with many different types of litigation, legal practices, and divisions. Without a clear understanding of what your legal holds are (who, when, what), you won’t be able to defend your choices especially when it comes to data clean up, consolidation or optimization initiatives. How can you defend in court the choice to make alterations to your data environment if you dont have clarity on what you are legally obligated to retain? Many of the world’s largest global institutions became Atlas clients first because they were hit with sanctions and needed a solution and an innovation partner they could rely on.


Step 2.  Define & Prioritize Your Data Sources
You can start by gathering sources of where possible information sources may reside. These may come in the form of application inventories, spreadsheets, databases, ad-hoc lists. It’s important to understand not just the data elements themselves, but we have context to how they are used in the organization, the process around these sources. Work with the IT organization together to define clear roles which would support the data source catalog responsibility and stewardship. You can then operationalize those roles in Atlas so that users can contribute specific aspects of the information map for the data source catalog where they can update or add to the catalog. This data gathering method leverages your existing knowledge sources and supplements your catalog with greater context and insight which can only come from your experts in the organization. This process can start at the outset of the program and can occur in phases. You don’t need to boil the ocean.


Step 3. Define your Information Coordinator Network
Another key building block is building the Information Coordinator network. The ICs are typically in the country or departments throughout the organization and help to map and identify the types of information that are in use for the business and help to identify information of value to the business to the system or source that they reside. you can leverage your existing Records Coordinator (or information security) network to build the information inventory. The Information Coordinator helps to identify information that is of value and identify information that has regulatory requirements (and align to the master retention schedule). They also help to identify information which may not be regulated but has business value. They also help to provide the business context to information. HUM100 = personnel files and it’s stored on ABC application. This simple mapping which helps them to stay organized and respond to regulator requests are invaluable for legal to identify potentially relevant information. It also helps IT to get the precise rules it needs to manage its data without having to have a PHD in records management.


Step 4. Get your Retention Schedule Online
You don’t have to start from scratch, leverage your baseline retention schedule. Layer in your priority country specific schedules to enabling more precise retention schedules that reflect the needs of regional requirements. Not only do they help to achieve cost savings by not over retaining in certain regions, it also helps a company maintain compliance with privacy requirements where there may be maximum retention requirements that are established.


Step 5. Start your Business Value Inventory

The business value inventory is the activity by which your information coordinators identify the types of information which exist in their business for a given system (could be a business application or an unstructured file share source). They help to map information which is of value to the business either for regulatory purposes or because the data has business or operational value to the business. They will identify the type of information, the archiving duration and also the total retention requirements. This activity is often already occurring at large companies, they just are doing it in the form of excel spreadsheets and PDFs and if you are lucky they will post it on the intranet.


Step 6. Connect the Dots, Rinse, Repeat

While steps 1-5 may seem quite daunting, the reality is that it is already occurring today. They just are happening in silos organizationally and technologically. What if you could actually leverage a common data map which the records team could use to help them articulate rules in a more effective manner? What if legal could then actually make sense of IT acronyms and use the decoder ring from the records team who helped to translate what system xyz was so that legal can focus on legal strategy and not having to become IT experts? Turns out there is an app for that; it’s called Atlas (IBM Atlas eDiscovery Process Management and IBM Atlas IT eDiscovery Process Management).


I won’t say that taking these measures are easy, but it works. It doesn’t happen over night and you certainly can’t do it with an auto-magic easy button. We are talking about enterprise transformation, lawsuits, big sanctions and not so easy to deal with regulators. But don’t take my word for it, let’s hear what clients have to say. For my next post, i look forward to sharing insights, lessons learned and candid feedback straight from our clients.

Consider Cloud as a Cost-Effective Means of Managing Employee Documents

Today’s guest post by: Dan Bigos, Market Segment Manager, ECM Industry Strategy

In the previous two notes we discussed methods to effectively manage the increasing number of documents and communications associated with employees, and the importance of retaining these documents as corporate records only as long as legally required. The immediate benefits obtained from a digital strategy are elimination of paper storage costs, greater process efficiency, and security of employee information.

However, a major challenge for human resource organizations is budget and IT resources to effect the transformation from the current state of a paper-based process to a digital process. Fortunately, the arrival of enterprise content management cloud offerings enables human resource departments who lack budget for capital expenditures and direct IT support to quickly adopt a means of digitally managing critical employee documents and communications.

How important is a cloud strategy for human resources? Deloitte University Press published Race to the Cloud earlier this year and stated that “the cloud presents an opportunity for HR transformation. A new cloud-based platform allows companies to consolidate legacy systems and dramatically improve decision making.”

Several IBM ECM partners have been addressing the needs of human resources organizations for years. They have taken their technical skills, line of business experience and knowledge in supporting the needs of human resources and developed cloud-based offerings.   Integritie’s Knowledge Capture Online for Human Resources , Miria Systems Active HR and Neocol SmarterECM are partner offering cloud solutions to support of the needs of human resources.

An added advantage of a cloud strategy is the inherent ability to easily implement across widely distributed human resource offices, thereby eliminating the need for a gradual geographic roll-out. Once the cloud application has been deployed human resource specialist can have secure access to critical employee documents and communications. Additional efficiency can be gained by extending access to employees so that they can directly and securely access their information without assistance from HR staff.

If you are an HR professional concerned with managing the burgeoning volume of employee information while conforming to new compliance requirements it would be worth your time to review the partner offerings mentioned above. If you plan to attend IBM’s Insight 2014 Conference in October you may want to attend the Deploying IBM Enterprise Content Manager Finance and HR Applications in the Cloud session to gain an in-depth understanding of capabilities and benefits.




Employee Classification in the Age of Machines

Today’s Guest Post by: Amir Jaibaji, Program Director, ILG Product Management


The ARMA 2014 conference is fast approaching – a great time to step back and ask ourselves some questions. 2015 is right around the corner, over a decade since most experts agreed that machine learning technology was just as accurate, if not significantly more accurate, than employee data classification. More important, employee participation in ongoing classification typically drops by over 50% within months of project implementation…while the machines just keep at the task. This isn’t to say that employees are negligent or lazy – they just have a day job that they get paid to do and its demands continue to creep into the way.

Over the years the biggest impediment I’ve heard to making use of new machine learning technologies has been identification. The typical thought is: if companies have to rely on employees to identify records and place them into repositories, we should just have employees classify the data while they’re at it. And for years – that was a great plan. Fortunately for us all – there’s a new option. With new solutions like IBM’s StoredIQ, record identification and classification can be done in data’s native location utilizing an advanced combination of boolean rules and machine learning technology. In addition, actions, such as collection, can be automated – taking a significant burden off of enterprise employees, boosting compliance rates and improving overall classification accuracy.

Now, while these solutions may sound like magic, they aren’t. There will still be some events in a record lifecycle that require manual intervention and some processes that are most efficient in their current implementation – but if we aren’t constantly questioning our processes we’ll never improve them.

What do you think?

Gartner’s ECM Magic Quadrant – IBM Maintains its 3 Year Lead

Today’s post: Mohammed Attar, IBM Case Management Business Leader


If you haven’t seen it already, Gartner’s recent Magic Quadrant for Enterprise Content Management was released in late September and, once again, paid IBM the honor of the top competitive position. To say the least, I was proud to see that our hard work has continued to pay off through the last year. What I was particularly proud of this year was IBM’s rapid acceleration toward “Completeness of Vision”. This distinction reflects how IBM continues to drive this industry with things like innovation in the case management space.

Take a look at the right side of the Magic Quadrant, featuring all of the market leaders and visionaries. Out of all of those competitors, only IBM is explicitly featured for its strengths in case management. That is because IBM maintains a keen focus on case management as a discipline and works hard around the clock to derive new content-centric business tools that yield unique value for knowledge workers across industries and independent of their business units.

IBM offers a robust ECM platform, with a broad set of capabilities – from document generation and capture to data analytics and decision management – all of which is tightly integrated with IBM Case Manager to create the ultimate productivity suite for knowledge workers in every industry.

Enterprises all over the world are now reaching deep into their unstructured data assets and extracting untapped value through case management. With IBM Case Manager, the content of the case is central to its outcome and knowledge workers are provided with every tool necessary to analyze content, and its context, to make better decisions on behalf of the enterprise. It’s the cornerstone of content-centric value generation in businesses worldwide.

I agree with Gartner, “Enterprises looking for a strategic infrastructure provider to support many content-related needs should consider IBM.”

Share your thoughts and let’s continue the conversation.



Mohammed Attar joined IBM in 2006 as part of the FileNet acquisition. Mohammed has over 15 years of experience in the ECM space, and is currently serving as the IBM Case Manager Business, Product and Strategy Leader. Mohammed has extensive experience both in product development and management. Mohammed started his career as a Software Engineer focused Performance & Systems Analysis. He later spent time serving as a Product Manager over the IBM ECM Platform. In 2008, Mohammed led his first development team, and since then has continued to serve in a leadership capacity in the business. Mohammed was one of the original development managers responsible for the design, development, and delivery of IBM Case Manager. Mohammed holds a Bachelor of Science in Computer Science from California State University, Fullerton.

Looking forward to Insight 2014 and everything that’s new for IBM ECM

Today’s Guest Post By: John Murphy, Vice President, ECM Products, Development and Strategy

It’s almost time for our most important IBM ECM event of the year, IBM Insight 2014 in Las Vegas. Personally, this is always one of my favorite events all year because it offers an opportunity to connect with you–our clients and potential clients–in person. As the IBM ECM team prepares for Insight, this is a great time for me to say thank you to all of our IBM ECM customers worldwide, for providing us with continued inspiration to create the innovative solutions that address your most critical business needs.

This year I’m excited to be talking about the significant advances we have made in mobile, cloud and SaaS. Here are some highlights:

  • We will present to you our biggest IBM Datacap release, to date, as well as brand new CaseAnywhere functionality that we have delivered to increase the power and flexibility of the IBM Case Manager product
  • We will also feature our IBM Navigator product, and discuss how it can help you unleash productivity through collaboration. This content management service lets you easily share files and work with colleagues on any device, all in a flexible and trusted cloud environment
  • Finally, we hope to share with you the future of our ILG portfolio, including an all-new holistic platform for information governance.

From the sessions to the EXPO, I believe that IBM Insight 2014 will be an outstanding opportunity for your organization to learn first-hand how IBM is delivering capabilities that can drive growth, profitability and better engagement between you and IBM. I look forward to meeting you at Insight the end of this month and discussing the exciting new directions in which our IBM ECM solutions are moving.



ARMA 2014

Today’s Guest Post By: Amir Jaibaji, Program Director, ILG Product Management

What can I say…we love ARMA. It’s as simple as that. Every year we look forward to this premier information governance conference as an opportunity to catch up with old friends and meet new faces. Gathering this year in San Diego on October 26 – 28 for the 59th Annual ARMA Live! Conference& Expo, we again have the opportunity to share new ideas, glean best practices from peers, check out new solutions for records, compliance, and data governance…and have a little fun while we’re there.


Over the years we’ve seen ARMA transform from a pure-play records management conference into an event that offers session tracks that cross the information governance spectrum including: Business & Audit, Information Technology, Legal & Compliance, Privacy, and Records & Information Management. You can see from ARMA’s own infographic how attendee interest varies across products and services:


It’s a new world for Records Manager and Information Governance professionals. Data has value, but it also contains cost and risk. And at the rate that data is growing, information governance is becoming increasingly important to enterprise organizations…yet increasingly challenging to those of us in the trenches. This is why we all flock to ARMA every year.


ARMA is known for its educational opportunities. Though the general sessions always get a lot of attention, in our opinion here is a list of a few must-see ARMA sessions that you should consider:


  • Strategies to Deliver Unstructured Data as Relevant Data

Adele Carboni, CRM, Hess Corporation

Monday, October 27 | 10:30 AM | Room: Upper Level 24ABC


  • Managing Records During Mergers, Acquisitions, and Divestitures

Mark Diamond, Contoural with Patricia Oliveira, Mitsubishi UFJ Financial Group

Sunday, October 26 | 2:45 PM  |Room: Upper Level 24ABC


  • Integrating Privacy by Design With a Corporate Records Program

          Mary Sherwin,CBS Corporation with Mary Ellen Callahan,Jenner & Block

Monday, October 27 | 9:15 AM  |Room: Upper Level 25ABC


  • Inventories & Data Maps: Mission Impossible or Mission Accomplished?

Sheri Nystedt,Janus Capital Group withLindy Naj,Naj Consulting

Tuesday, October 28 | 10:30 AM  |Room: Upper Level 30ABC


And of course…ARMA wouldn’t be ARMA without the networking and parties!


  • Unofficial Monday Night Party Spots

Monday, October 27 | 5:30 PM  – 11:45 PM | Gaslamp Quarter

ARMA International is partnering with a collection of nightlife venues in San Diego’s famous Gaslamp Quarter. This will be the time for attendees to get

together and enjoy a little rest and relaxation. Bring your badge, join your ARMA peers at any of the venues promoted in the conference guide and receive a

10% discount on all adult beverages.


  • Wrap Up ARMA with Us! Join IBM for Data Over Drinks

Monday, October 27 | 3:30pm–5:30pm

Stop by the IBM booth – #1632 – during the ARMA Pub Crawl


We’re excited about ARMA this year’s ARMA conference. If you have any questions or would like to set up a meeting with IBM at the show, please let us know.


We’re looking forward to seeing you in San Diego in a few weeks for ARMA 2014!

Document Imaging and Capture at Insight 2014

Today’s Post :Feri Clayton, Director, Document Imaging and Capture Solutions

It is that time of the year again…. excitement is building up for IBM’s largest conference, Insight 2014 (which used to be called IoD).The conference is Oct 26-30 in Mandalay Bay, Las Vegas. There are over 700 sessions where you can hear from IBM clients, business partners, and us, IBMers.

I am presenting on what is new and cool about IBM’s advanced document imaging and capture.I have quite a bit of exciting announcements regarding our products including Datacap, PIE, and Image Services. My session is on Tuesday Oct 28 at 3:00 pm.Come see the brand new user interface for Datacap, which leverages Content Navigator, enhancements to mobile capture, and a lot more.

As you start to prepare for the event, let me ‘capture’ your attention to the Advanced Document Imaging track which has 18 sessions for you to choose from.I recommend attending the sessions by our clients Union Bank, Centene, PAMI Worldline. In the coming weeks,I will tell you more about these and other interesting sessions by business partners and IBMers to attend.

See you in Las Vegas in four weeks!


Intelligent Capture and Case Management

Today’s post : Kevin Craine, Author, Writer, and Podcast Host— Director, Craine Communications Group


Organizations in industries such as healthcare, insurance, government and the legal profession all struggle to achieve the necessary insight, responsiveness, and collaboration needed for effective case management. In these organizations, the coordination of services and information about any given customer or activity most often spans across multiple databases and systems, as well as multiple departments, personnel and processes.This makes it difficult for case workers to collect and coordinate data, tasks and services to achieve a positive business outcome.


Traditional ECM Systems Often Miss the Mark

A great deal of flexibility, adaptability, control, and collaboration is needed for effective case management. And in most cases, traditional Enterprise Content Management systems are insufficient to meet the requirements of these applications. Case management solutions are knowledge-intensive and the need for flexibility is a challenge because most traditional ECM implementations require predictable and repeatable processes.Case management is much less predictable because case worker judgment and experience influence how the case is handled.

Capture is On the Case

One way to achieve a higher degree of flexibility is by using intelligent capture techniques throughout the case management process. Financial institutions use distributed and mobile capture for new customer on-boarding and loan processing.Insurance organizations enable claim adjusters with mobile capture so that they can capture photographs, forms and accompanying documentation and upload the entire batch on the spot.Government agencies, universities and organizations that work with stacks of documentation find that intelligent capture can dramatically improve case management – easier and more inclusive to information enhances decision-making ability and service.

Organizations are using intelligent capture and case management in the following scenarios:

A Powerful Combination for Case Management Insight

Intelligent capture paired with the new breed of case management solutions is a powerful combination that organizations from all industries can use to optimize case outcomes and increase customer satisfaction. How can you take advantage? Many important sessions are being sponsored by IBM at the Insight 2014 Conference held on October 26-30 in Las Vegas. In the advanced case management track sessions attendees will learn how to combine information, process and people to provide a complete view of case information and achieve optimized outcomes. This is an excellent opportunity to learn about the latest solutions and best practices.

Register for the Insight 2014 Conference today at

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Guest contributor Kevin Craine is the author of the book Designing a Document Strategy, host of the Document Strategy Podcast, and a respected authority on document management and process improvement. He is the managing director of Craine Communications Group. For more information visit