Records, Community, EFSS, Email, PDF/A, SharePoint and Change. And More!

Aug 26, 2015 4:21:00 PM by John Mancini

Records and Information Management in Big Data

By Dennis Kempner 

Organizations, both large and small, are burdened with a high volume of data to store. In order to efficiently run a company, important data must be accessible, manageable and easily retrievable. The phrase “Big Data” refers to information and data that is too large for companies to manage and process on their own. Big Data is valuable for companies in that it can help to determine and fulfill customer needs thereby maximizing a company’s operational efficiencies. Companies with a lot of data need a team of professionals to manage this information. One effective solution to manage big data is Records and Information Management (RIM). Full article HERE - Records and Information Management in Big Data

The importance of community management

By Angela Ashenden 

A major area of debate and concern for organisations considering how to establish, grow and manage an online community is the importance of the community manager, and what exactly the role entails. As a general rule, every online community should be allocated a facilitator or community manager; while some communities will require more facilitation than others as they mature, this role is extremely important in the early days in order to encourage and stimulate activity and adoption, and to ensure the growing community remains focused on its primary objectives. Full article HERE - The importance of community management

The Hybridization of EFSS and ECM

By Chris Walker 

Consumer and enterprise file synchronization and sharing popped up because people needed a way to easily share and collaborate on business content. This gave rise to the “Dropbox problem”, which is just stupid and ignores the real problem; organizations didn’t provide their people with policies and tools that allowed them to get stuff done . Today there are plenty of options, consumer and business grade, that provide a cool experience with the security and controls that business and IT need. Organizations that haven’t sanctioned business grade file sync and share are foolish and open to a world of pain. Full article HERE - The Hybridization of EFSS and ECM

Email Management: Beyond Volume

By Lisa Ricciuti 

Working as an information management consultant I have definitely developed a new appreciation of email management challenges. Prior to consulting, I spent most of my time focused on what appears to be the biggest problem, volume. However, I now have a new understanding of the complexity involved with email management. There is no single “magic-bullet” solution that will resolve all the challenges. Most of the professional resources I read about email are focused on volume, how to manage it, and how to capture business records. When I think about the email problem and how it impacts my clients, the volume is really just a symptom of something much more.  Full article HERE - Email Management: Beyond Volume

Why PDF/A should matter to you

By Jose Machado 

One very important part of any Information Governance strategy is how long documents need to be kept in the organization, before being destroyed. These rules are influenced by various aspects, such as local legislation (retention period required by law), technical limitations (how much storage space is available), business factors, etc. Retention periods can be very long. Some examples in the UK: Human resources medical records must be kept for periods up to 40 or 50 years, in some situations. Government records (for building, accounting, health & safety, etc.) retention obligations are seldom under 10 years. Full article HERE - Why PDF/A should matter to you

People are at the Center of Change

By Christian Buckley 

Why is change so difficult? From an administrative perspective, it can mean giving up control, and letting go (at least that's the perception). It may also be a recognition of the gap between the philosophical idea of allowing people to manage their own sites and content, and the reality that, in general, these unmanaged environments are messy (especially when you later upgrade or migrate). Collaboration itself can be a difficult concept for people to embrace. It takes time to incorporate new tools and processes into your corporate culture, and many of the exciting new features that convinced your management team to adopt a technology may be counter-intuitive. Full article HERE - People are at the Center of Change

Mid-Year Market Summary from A SharePoint of View

By Mike Alsup 

This post summarizes market developments in the SharePoint, Office 365, and ECM ecosystems over the last quarter. I was fortunate to attend a variety of events recently, including the Microsoft Worldwide Partner Conference (WPC), and events hosted by AIIM, Lexmark, Nintex and the DLM Forum in Europe. Microsoft continues to strengthen its mix of products with Windows 10 and EMS for iOS and Android. They made a number of acquisitions this quarter that aimed to provide a more capable Office 365 and Azure environment that equally supports Windows, iOS and Android. At WPC, they said that their EMS software which manages multiple BYOD devices has been growing. Full article HERE - Mid-Year Market Summary from A SharePoint of View


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Topics: change management, ecm, sharepoint, community, records management

11 Cool Quotes About Big Data

Aug 20, 2015 7:30:00 AM by John Mancini

11 Cool Quotes About Big Data

  1. Hiding within those mounds of data is knowledge that could change the life of a patient, or change the world.” (Atul Butte, Stanford)
  2. "Information is the oil of the 21st century, and analytics is the combustion engine” (Peter Sondergaard, Senior Vice President, Gartner)
  3. “War is 90% information.” (Napoleon Bonaparte)
  4. "Big Data will spell the death of customer segmentation and force the marketer to understand each customer as an individual within 18 months or risk being left in the dust.” (Ginni Rometty, CEO, IBM)
  5. Without big data analytics, companies are blind and deaf, wandering out onto the web like deer on a freeway.” (Geoffrey Moore, author and consultant)
  6. “The world is one big data problem.” (Andrew McAfee)
  7. “I keep saying that the sexy job in the next 10 years will be statisticians, and I’m not kidding.” (Hal Varian, chief economist at Google)
  8. “The temptation to form premature theories upon insufficient data is the bane of our profession.” (Sherlock Holmes, fictional detective)
  9. "The most valuable commodity I know of is information."  (Gordon Gekko, Wall Street)
  10. "If we have data, let’s look at data. If all we have are opinions, let’s go with mine." (Jim Barksdale, former Netscape CEO)
  11. “Processed data is information. Processed information is knowledge Processed knowledge is Wisdom.”  (Ankala V. Subbarao)
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Topics: content analytics, big data

Who the heck cares about content analytics, anyway?

Aug 18, 2015 2:23:36 PM by John Mancini

How to Identify the Value of Content Analytics

Most enterprises still try to use paper-based principles to manage the digital era. This won’t work with the growing volume, variety, and velocity of information. 80% of information is unstructured, and we need to automate how important content is identified, captured, analyzed, and governed. Only then can we turn information chaos into opportunities.

The Building Blocks of Content Analytics

Content Analytics gives you five basic methods or building blocks for analyzing or working with text-based information:

  • Grammatical Concept Extraction
  • Entity Extraction
  • Rule-Based Categorization
  • Text Summarization
  • Dynamic Categorization Classification

Each of these is a tool you can work with to automate information management.  In most cases, you’re going to leverage more than one of these methods to solve your business problem.

Method 1: Concept Extraction

The first method is concept extraction. Concepts are not the same thing as words or keywords, but rather a human-defined concept that makes sense and has a specific meaning.  Concepts can represent many things – in fact almost any idea or entity.

Concept extraction involves defining and describing the “thing” and then building the rules to extract it from a body of text. This is different from identifying a concept in structured text.  When we talk about extracting concepts we’re not only referring to “keyword” discovery and tagging using frequency analysis but rather the ability to accurately recognize a human-defined concept and extract it from a context.

Extracting concepts from text involves both rigorous definition of the concept and the capability to extract it as a distinct entity from text. 

Some possible applications;

  • Analyze the gender balance of text in a discipline (pronoun references)
  • Understand the sentiments of a safety report (adjectives, adverbs)
  • Understand whether the language of managers is tempered or highly strung
  • Understand the type of actions that are commonly referenced in a community of practice (verbs) 

Method 2: Entities Extraction

Entities can be anything.  They can be named entities – typically proper nouns and specific to a context or application.  They can be event entities – typically verb or noun phrases also specific to a context or application.  Or, temporal entities – numerals, proper nouns, specific phrases which are general and universal – or numerical  entities – general in their form but must be interpreted based on context ($6, 6 cm., 6%).

Here are just a few examples of the entities you can extract from text using this method.  Loan numbers, credit numbers, report numbers, trust fund numbers, URLs, phone numbers, document object identifiers – anything that has a predictable pattern. 

  • Organization Name (companies, NGOs, IGOs, governmental organizations, etc.)
  • People Referenced
  • Loan #
  • Credit #
  • Report #
  • Trust Fund #
  • Document Object Identifier
  • URLs
  • Phone numbers
  • Street Addresses
  • Statistical Indicators
  • Company Symbol/Ticker
  • Financial indicators
  • Economic indicators
  • Medical conditions 
  • Legal decisions 

Method 3: Rule Based Classification

Rule-based classification implies that we have a scheme and defined classes to which to assign entities or objects. This is a different process than one that uses text analytics to define classes.


Automated categorization is an ‘inferencing’ task- meaning that we have to tell the tools what makes up a category and then how to decide whether something fits that category or not.  We have to teach it to understand as much about each class as a person would know.   For example, when I see terms like access to phone lines, analog cellular systems, answer bid rate, answer seizure rate – I know this should be categorized as ‘telecommunications’.

Why do we want to use automated rule-based classification methods?  What is the value? There are several possible goals for automating a currently manual classification process.

  • We might have a large number of documents or transactions that need to be classified in a short period of time and objectively. 
  • We might need more reliable or accurate classification that is possible with manual methods.
  • We may need to classify more deeply or extensively than is affordable using manual methods.
  • We may need to evaluate reports or documents to better understand how they align with a framework.

One of the most important tasks is constructing your pre-defined classification scheme.  In some cases you may have rich descriptions of the classes.   In other cases you may have a structure but lack deep conceptual descriptions of each class. If the scheme exists, we have to understand its underlying structure and the definitions and focus of each class. Each class must have a deep description that the machine can use to “understand” and make selection decisions. If the scheme is new, you can develop good definitions of each class and build out those definitions using semantic and text analytic methods.

Method 4: Text Summarization 

In a world of information overload, the need for summaries is high. Some machine summarization methods produce sentence fragments. These extracts generally rely on frequency counts and pattern matching.  They may or may not have an underlying semantic or language foundation.  The more sophisticated tools will allow you to define the rules for identifying and selecting whole sentences for the extract, for defining how many sentences, and how to order them.


Method 5: Dynamic Categorization Classification 

We primarily use dynamic classification methods when we are interested in: 

  • Discovering something about the nature of the data set – either as an end it itself or as a first step to a semantic solution
  • Predicting future events based on patterns we see in text, and establishing or exposing hidden relationships among concepts in the data set. 

The heavy lifting of dynamic classification is getting us from the raw unstructured text to something or some form that we can use for the application of statistical tools.  This is in lieu of applying human knowledge to the text.  We have to turn the text into something that looks more like structured data.

While the overarching method is statistical we can add semantic or linguistic aspects to this approach with some tools.  Some commonly used clustering methods include K-Nearest Neighbor, Bayesian Networks, Neural Networks, Support Vector Machines and Decision Trees.  The reason we take a dynamic approach is generally because we want to understand something about the unstructured text before we apply human knowledge to it.

Use Cases

Let me give you a few examples of how this can improve your information management.

Security & Privacy - 74% of AIIM members think information security, privacy, and compliance should be inherent and transparent to the knowledge worker. Analytics will help us achieve this, but also make it more granular and consistent. Most security models focus on managing the container, not the actual content. We secure information based on content type, e.g. HR files and customer contracts. Analytics allows us to secure information based on the actual content.  This means staff can be told that they can’t send this email or attachment since they have written about confidential stuff, or that they can’t copy/print this text when they try to do that at a MFP. 

Information Compliance- 81% of industry professionals realize that Information governance will never work without ways to automate how information assets are identified, captured, analyzed, and governed. AIIM’s latest AIIM Information Governance Industry Watch also asked people about their overall plans for automated declaration/classification of records:

  • 24% We have no plans
  • 63% we are just getting started or plan to do in the future
  • 14% We are already doing it successfully

Scanning & Capture - Analytics will allow us to get an accurate and consistent summary and metadata of everything we scan or capture of new information. It will allow us to quickly understand what the email attachment or scanned document is about. The revolution in smart phones will also soon allow us to add this to augmented reality, e.g. You hold your phone camera over some text, and the phone captures the information using OCR and analytics to tag and summarize the document. This information is then shown in realtime on the smartphone screen on top of the text, which will allow to quickly find what you are looking for.

Search - Improving search is one of the top priorities among AIIM members, but search is usually linked to an application or problem like compliance and eDiscovery. It’s often about finding information without knowing what’s available. We need to be guided to the best result with faceted navigation and results. Gartner consider analytics to be key for improving access to information, and they predict that smart computing and analytics will rejuvenate the enterprise search market in 2014-2017. From Gartner Magic Quadrant for Search 2014: “In 2013, we saw the Nexus of Forces – social, mobile, cloud and information – affect the information centric enterprise search market substantially….”.”…. we see an increased drive for contextualization. Organizations are no longer satisfied with a list of search results – they want the single best result”. 

Personalization & Recommendations - The 2014 Gartner Magic Quadrant for Enterprise Content Management doesn't stress the importance of analytics, but it still claims that by 2016, content management will be personalized, with foldering and process needs tailored to each individual user. Analytics has an important role to play with this, but also for providing customers and employees with recommendations. Staff should become aware of other relevant information and knowledge, - e.g. a sales rep writing a proposal should be be aware of of other relevant proposals. This will improve knowledge worker productivity, but also customer service and profitability. Amazon claims 35% of their revenue comes from recommendations. Customers need help finding what’s right for them.

Insights - 91% of information and IT professionals think semantic and analytical technologies are key components for turning information chaos into information opportunities. We can use analytics to better understand staff, customers, and competitors, which will help us predict the future. The below picture shows Santa Cruz PD, - they use historic information to predict crimes. They can then deploy officers to this area ahead of crime, which helps them improve productivity. 


The convergence of mobile, social, and cloud computing is creating a perfect storm for information management. Analytical and semantic technologies allow you to turn information chaos into information opportunities. Reduce costs, manage risks, add value, or create a new business opportunity using analytical and semantic technologies.


The number one challenge is lack of internal know-how and competencies. Success is not about the technology, but having the right skillsets. Start with education and training, not technologies and products. This is how you turn information chaos into opportunities.

AIIM Content Analytics Specialist Course

AIIM has just introduced a new Content Analytics training course covering how to use semantic and analytical technologies for turning information chaos into opportunities. AIIM partnered with Goodyear Professor Denise Bedford at Kent State to develop the foundational course modules for this new Content Analytics training course. Industry experts working for IBM Watson, SAS, Content Analyst, Concept Searching, Expert Systems, Nuix and Opentext shared actual use cases and success stories. 

Course objectives:

  • Learn how to get started with content analytics
  • Learn how to extract entities using knowledge-driven analytics
  • Learn how to develop solutions using data-driven analytics
  • Learn how to use analytics to extract metadata
  • Learn how to use analytics to improve findability
  • Learn how to use analytics to get business insights
  • Learn how to use analytics to improve customer and employee insights
  • Learn how to use analytics to shed light on Dark Content
  • Learn how to use analytics to improve eDiscovery
  • Learn how to use analytics to improve information governance
  • Become a Content Analytics Specialist after passing the online exam

The course has 10 course modules @ approx. 30 minutes with an online exam leading to a Content Analytics Specialist designation. It is available as online on-demand self-paced course, but can also be scheduled as 1 or 2-day in-person private class just for your organization.

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Six Must Knows About Content Analytics

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Topics: content analytics

6 Must Knows About Content Analytics

Aug 13, 2015 9:40:00 AM by John Mancini

6 Things You Need to Know About Content Analytics

  1. 91% of information and IT professionals think semantic and analytical technologies are key components for turning information chaos into information opportunities 
  2. 84% of organizations will continue to hoard information, but will start to rely on semantic and analytical technologies to provide insight and control.
  3. 73% believe there is real business insight to be gained if they can get the analytics right.
  4. 74% think information security, privacy, and compliance should be inherent and transparent to the knowledge worker.
  5. 81% of industry professionals realize that Information governance will never work without ways to automate how information assets are identified, captured, analyzed, and governed.
  6. 63% of AIIM members have started to plan how to automate records declaration and classification; 14% are already doing successfully.

The biggest issue for adoption is lack of expertise. It’s about people and processes, not the technology.


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Harper Lee or Truman Capote? – Can Content Analytics Provide the Answer to Who Wrote To Kill a Mockingbird?



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Topics: content analytics

Live Q&A Chat at 12 noon on Aug 6th on all things SharePoint

Aug 5, 2015 7:01:17 PM by John Mancini

Live Q&A Chat at 12 noon on Aug 6th on all things SharePoint

Join me this Thursday, August 6, 2015 at 12 noon EDT as I’ll be hosting a LIVE Q&A chat with the speakers from "The Flavors of SharePoint" webinar. After listening to this webinar (click here to watch for yourself), I wanted to bring these folks together for a live Q&A chat. And by “these folks” I mean Errin O’Connor of EPC Group, a leading SharePoint implementation specialist, and Holly Anderson of K2, a SharePoint and Appit whiz in her own right. I’ve already teed up list of questions to kick things off, and we want your 2 cents (ok, with inflation that’s more like 8 dollars) as well.

To get the login for this Live Q&A Chat, go here. I look forward to seeing you on Thursday.

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Topics: enterprise content management, ecm, sharepoint

Harper Lee or Truman Capote?

Jul 30, 2015 1:36:00 PM by John Mancini

Can Content Analytics Provide the Answer to Who Wrote To Kill a Mockingbird?

Was the person who wrote this…

When he was nearly thirteen, my brother Jem got his arm badly broken at the elbow. When it healed, and Jem’s fears of never being able to play football were assuaged, he was seldom self-conscious about his injury. His left arm was somewhat shorter than his right; when he stood or walked, the back of his hand was at right angles to his body, his thumb parallel to his thigh. He couldn’t have cared less, so long as he could pass and punt. When enough years had gone by to enable us to look back on them, we sometimes discussed the events leading to his accident. I maintain that the Ewells started it all, but Jem, who was four years my senior, said it started long before that. He said it began the summer Dill came to us, when Dill first gave us the idea of making Boo Radley come out.

The same person who wrote this?...

Since Atlanta, she had looked out the dining-car window with a delight almost physical. Over her breakfast coffee, she watched the last of Georgia’s hills recede and the red earth appear, and with it tin-roofed houses set in the middle of swept yards, and in the yards the inevitable verbena grew, surrounded by whitewashed tires. She grinned when she saw her first TV antenna atop an unpainted Negro house; as they multiplied, her joy rose.

Or the person who wrote this?...

The village of Holcomb stands on the high wheat plains of western Kansas, a lonesome area that other Kansans call ‘out there.’ Some seventy miles east of the Colorado border, the countryside, with its hard blue skies and desert-clear air, has an atmosphere that is rather more Far West than Middle West. The local accent is barbed with a prairie twang, and ranch-hand nasalness, and the men, many of them, wear narrow frontier trousers, Stetsons, and high-heeled boots with pointed toes. The land is flat, and the views are awesomely extensive; horses, herds of cattle, a white cluster of grain elevators rising as gracefully as Greek temples are visible long before a traveler reaches them.

Those who love books like I do will of course recognize quote 1 from To Kill a Mockingbird by Harper Lee, quote 2 from Go Set a Watchman by Harper Lee, and quote 3 from In Cold Blood by Truman Capote. (Memo to file – I need to reread In Cold Blood in a couple of weeks while on vacation.)

Before turning to text analytics, author attribution algorithms, and the long-simmering (and now rekindled) conversation about whether Ms. Lee actually wrote Mockingbird (or whether it was actually written by Mr. Capote), let me just for a moment assume that both Watchman and Mockingbird were written by Ms. Lee (which I actually think the case).

As lots of people have written (spoiler alert), Watchman is basically the first draft of Mockingbird, written from the perspective of an adult Scout, and describes, shall we say, a less flattering later version of Atticus than in Mockingbird. The story goes that Ms. Lee’s agent liked some of the elements of the story in Watchman, asked her to rewrite the novel from the perspective of the young Scout, and the rest is an amazing story of instant fame, a Pulitzer Prize and an Academy Award, the speed of fame even more amazing given that this tsunami occurred in the early 1960s, pre-social era. 

And from there, overwhelmed by it all, Ms. Lee escaped to Monroeville, Alabama, never to publish again. There is controversy in the release of the book now given that the release was facilitated by Ms. Lee’s lawyer just a short time after the death of April Lee, Ms. Lee’s sister and long-time protector.

My personal amateur book reviewer opinion is that the book is OK. Given how much I love Mockingbird, it couldn’t help but be a disappointment.  My guess is that a lot of greed is at the heart of the release right now, and not the right thing to do, which saddens me. 

But enough of the American Literature class. This is a content management and content analytics blog!

Reading the book got me thinking about the whole question of applying text analytics to the author attribution question. A Google search yielded some interesting scholarly posts on the analytic question of determining author attribution.  This one – Determining if Two Documents Are By the Same Author by Moshe Koppel and Yaron Winter – contained this equation,


which highlighted for me that any hopes of still retaining any limited knowledge from my three-quarters of a math/computer science degree from 35 years ago are long gone.

So I looked for something a bit more my speed. There was a good blog post by Ellen Gamerman (@wsjspeakeasy), Data Miners Dig for Answers About Harper Lee, Truman Capote and ‘Go Set a Watchman’, that reviewed the author controversy, and points to a new study by text mining sleuths Maciej Eder and Jan Rybicki:

…the developers of a computerized text-analysis tool ran the long-awaited novel and Ms. Lee’s Pulitzer-Prize winning “To Kill a Mockingbird” through an algorithm that searched for signs of heavy editing, frequent rewriting and other influences. The findings, which attempt to shed light on a book that has sparked world-wide attention by an author who has famously declined to discuss her work, show Ms. Lee as the undisputed author of both novels but suggest that her style as a writer was more consistent in “Watchman” than “Mockingbird.” 

Here is the direct link to the study, which is fun reading for those of us in the content analytics and semantic technology space, and also proof that academics can have a sense of humor -- Go Set A Watchman while we Kill the Mockingbird In Cold Blood.

The conclusion directly from their research:

This brings us to the Lee/Capote question, which is probably best answered by another method. We have already seen that they are (stylistically) very close to each other. Are they similar because they read the same books, or is there some degree of actual literary collaboration involved? Traces of mutual inspiration, copy-editing, and other ways of collaborative authorship have already been suggested. Since it is difficult to see overlapping stylometric signals in an entire novel, one can see much more when the novel is split into smaller fragments. The idea is simple. First, imagine a centipede. To inspect it using a microscope, we need to slice it into segments (it was already dead when we found it, of course). This allows us to see what’s inside the particular segments. Now, we go back to texts. The goal is to slice a given text – in our case, the Mockingbird – into equal-sized blocks and to apply the usual stylometric procedure to particular slices.

They then contrasted Watchman with Mockingbird and with Capote’s The Grass Harp for “stylometric consistency” to determine the dominant voice in Mockingbird. Their conclusion: “As it turns out, the claims about Capote’s alleged contribution to the Mockingbird are (mostly) unfounded, since a vast majority of segments are clearly classified to Lee.” 

But note the “mostly.”

No matter which parameters are used, at the end of the novel there appear a number of…segments which clearly suggest that in this passage, Lee is more similar to Capote than to herself. Even more interesting is the fact that the passage in question exactly coincides with Chapter 28, which is... the climax of the novel: Scout, dressed up in a Halloween costume, is attacked by Bob Ewell; quite luckily for Scout, she survives and accidentally Ewell dies with a kitchen knife stuck under his ribs.

So there you have it.  Content and text analytics to the rescue of a long simmering controversy! 

Check out Go Set A Watchman while we Kill the Mockingbird In Cold Bloodthere’s more than I’ve summarized here, and I could actually (mostly) understand it.

So what do you think?  Capote or Lee?  Did you read Watchman? Like it or hate it?

Post a comment; I’d love to hear from you.  Let's start an AIIM Book Club conversation.


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Topics: content analytics, text analytics, contentmanagement

What a Long Strange Trip It’s Been – Or How "HP Autonomy Interwoven iManage Worksite" Became iManage Again

Jul 24, 2015 3:01:28 PM by John Mancini

What a Long Strange Trip It’s Been – Or How "HP Autonomy Interwoven iManage Worksite" Became iManage Again

I thought I’d summarize some of the press I’m seeing about the iManage spinout from HP.  If you come across other updates, feel free to enter them in the comments.  I have to admit from the perspective of an association that relies on independent companies as members, I’m kind of glad to see the acquisition pendulum go in the other direction for a change. We don’t take official positions on these types of things, but it does seem to be a win/win for both HP and iManage.

iManage Leadership Completes Buyout of Business Unit from HP (the official word)

“The iManage leadership team today announced that it has completed a buyout from Hewlett-Packard (HP) for the purchase of the complete iManage business, including its brand, products and services. iManage co-founder and current General Manager Neil Araujo is the CEO of the management-owned company, now one of the largest independent software companies focused on work product management solutions for professional services firms and their clients. Rafiq Mohammadi, also a co-founder and former CTO of iManage, is returning to the company as Chief Scientist.” Read More…

The Rebirth of iManage: A New Company With A Familiar Name Re-enters The ECM Market - FORRESTER

“Another week, another divestiture in the content management and collaboration market. A new - or more accurately, a re-newed - player enters the Enterprise Content Management market this week as iManage and HP make an apparently amicable split. Executives with longstanding roots in the iManage and Interwoven businesses, including Neil Araujo and Dan Carmel, have executed a management buyout to spin a revitalized iManage business out of HP’s Software division.”  Read More…

Adios HP, It's a New Day for iManage - CMS WIRE

“Things couldn’t look any brighter nor the sky any higher for iManage and its co-founder and CEO Neil Araujo. Araujo leads the management team that bought enterprise content management company iManage out from under the weight of HP. HP, we should note, acquired iManage when it purchased Autonomy (2009). And Autonomy inherited iManage via its acquisition of Interwoven (2004).  Talk about getting buried in the infrastructure of a megafirm.  But no more.” Read More…

The Boys Are Back In Town as Team iManage Complete Management Buyout from HP - LEGAL IT INSIDER

“In addition to Worksite (document and email management – being rebranded as iManage Work), the HP products in this transaction include LinkSite (secure file sharing – being rebranded as iManage Share), Universal Search (enterprise search and analytics – being rebranded as iManage Insight), and WorkSite Records Manager (records and information governance – being rebranded as iManage Govern). iManage will also resell relevant HP products, including Teleform and HP Process Automation, and will have continuing access to other relevant technology.” Read More… 

More Autonomy fallout: HP parts ways with iManage – Network World

“While corporate splits are the flavor of the week, there is also a lot of divestment going on as large IT vendors focus on their core business (or at least try to). Today's example sees HP divest itself of its iManage business.” Read More…

A new chapter in the wild, 20-year story of iManage - CRAIN'S CHICAGO BUSINESS

“Neil Araujo and Rafiq Mohammadi launched a document-software company, iManage, 20 years ago after graduating from the University of Illinois at Chicago. It's been a crazy ride since then. The company went public during the dot-com boom and was acquired, changing hands until it ended up as part of tech giant Hewlett-Packard. Now iManage is becoming a private company again, spinning off from HP.” Read More…

iManage Goes Independent - SLAW

“Work product management is serious business. Being able to securly store and quickly find information from our world of disjointed communications is critical to providing client service. It will be interesting to see how an independent iManage is received in the market.” Read More…

Autonomy Unit iManage Exits HP with Buyout - TECH WEEK EUROPE

“Hewlett-Packard has divested itself of an Autonomy asset, after the management team of iManage completed a buyout from the technology giant. The buyout comes as HP is in the midst of its own corporate restructuring. HP will become two separate businesses on 1 November, with one unit selling commercial products (servers, storage appliances, networking etc), whilst the other sells PCs and printers.” Read More…


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Topics: erm, ediscovery, records management, legal

A Manifesto/Rant -- Why are Association On-line Communities so Unsatisfying?

Jul 16, 2015 5:24:00 PM by John Mancini

[Warning to new casual readers -- past readers will know that I am a bit of a renegade in the association technology community. For example, see my post Association Friends – A Manifesto to Survive Disruption – Am I a Genius, a Nut or just plain Cranky? or my e-book lamenting the state of Association Management Systems, The AMS as We Know it is Dead.  We are also a somewhat crazy association that is trying to make Hubspot the core of our business – contact me if you’d like more information about that.]

Beyond all this, I am more engaged in social and community technologies than is probably healthy.  Certainly more than my wife finds tolerable. My personal and professional experience of over 30 years in the association space and as an ASAE member -- plus the experience of my own association (AIIM) with our own on-line community – has me asking this question:

Why are Association On-line Communities so Unsatisfying?

I know, a somewhat provocative question.

Before delving into this, a few comments on some of my own daily social activities, not so much as to socially strut (OK, maybe a little), but to demonstrate why this topic is so important to me:

  1. I check, post, and like on my personal Facebook feed multiple times per day, and try to pay particular attention to posts on our own (AIIM’s) Facebook page.
  2. I check, post, and RT on my personal Twitter account multiple times per day,
  3. I get a potpourri of digests (mostly weekly) from myriad LinkedIn groups of which I am a member. Most of these I delete without reading because the volume hose is too big and the content value is too marginal. I do try to keep track of discussions in AIIM’s main group and comment on them.
  4. I check Prismatic and Nuzzle for news 2 or 3 times per day and repost/share, mostly in Twitter.
  5. I get daily digests from three ASAE communities. I try to scan, but truth be told, in the rush of work most days I mostly just delete.
  6. I get instant updates on our own AIIM community. I try hard to act/comment on these.
  7. I get way too many eNLs, some on association topics, some on content/document management topics, and some for reasons that are long lost.

There are many rewards that result from the above activities. I have made connections and gained insights that I never would have without these activities.  But from the perspective of being a MEMBER of a community important to me (ASAE) and also someone trying to run a community for my own members (AIIM), I don’t feel that these activities are anywhere near as satisfying as they COULD be.

At their core, associations ARE communities. Why, then, is it so difficult for us to create on-line communities that are engaging, interesting, intuitive, easy to use, attractive to young people, and have sustaining professional value?  In an era of exploding Information Chaos, why is it so difficult for associations to fulfill their destiny as the ultimate trusted curator of professional and industry knowledge?

Here are some issues I think we need to all think creatively about in the association community. I think there is an enormous opportunity here for associations to sustain their role as trusted curators and community organizers, but a role that is dissipating by the day unless we start thinking about this issue differently.

Here’s my On-Line Community Manifesto. What do you think?

  1. On-line communities should be open and easy to join.
  2. On-line communities (there are some exceptions) should NOT be gated by membership.  They should NOT be the place we send members after they are converted, but rather the place where we find new members.  That doesn't mean there isn't a place for premium, gated member-only experiences.  But the default should be open.
  3. Given this, we need to figure out new and different places to put our tollbooths to remain financially viable.
  4. The user experience should be as simple as Facebook. If it isn’t, it’s a waste of time. The threaded discussion forum format typical of many association communities feels dated and rigid and based on participation, often feels like the place where conversations go to die.
  5. On-line communities should not be some weird walled off ghetto pasted onto the sides of our web sites.
  6. We’ve got to create an approach that is so compelling that members of our profession or industry will come to us multiple times per day – on their phones – to find out what is going on.

Given the above, many of my peers with whom I speak (me too for that matter!) are thinking about bagging the goal of an association-specific community and just using LinkedIn for that purpose. But I fear we will rue the loss of control of our destiny through this course. We will be only one step away from a capricious change of terms by LinkedIn that will make us irrelevant to the very communities that we have created. 

And beyond that, we still will have not solved the core question:

How can our on-line communities become the single and best one-stop experience for curated and trusted information and conversations relevant to the professional lives of all those (not just members) whom we serve?

A tall order, I know. But we need to start asking for it. Let’s think much bigger.

And so the last elements of my Manifesto:

  1. Our objective should be a mobile news feed that combines as many of my personal items above in my 1-7 list into a single news feed. 
  2. Our objective should be an infrastructure that allows conversations and comments in all of the above 1-7 items to occur in a single place, and not have to go chasing these conversations hither and yon all over the internet.
  3. Our objective should be a single intelligent news feed into which my association identifies and curates the best information flows relevant to my profession or industry.
  4. Our objective should be an intelligent news feed that is prioritized based on the information my association knows about me AND based the people whom I respect in the industry.
Wouldn’t that be grand?  

As they say on those TV and radio ads, “just a thought, not a sermon.” 

OK, maybe a sermon.


On a side note, we'll be doing a free seminar on going paper free in Washington, DC at the National Press Club on October 15 -- come by and say hello.

  RSVP Now

Not in DC? Here are some other cities.

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Topics: facebook, community, linkedin, associations

3 Strategies to Move from Managed PRINT Services to Managed CONTENT Services

Jul 13, 2015 1:43:00 PM by John Mancini

Per AIIM’s recent Content Management 2020 report, the times they are a changing for content management. The industry we have known as “ECM” (Enterprise Content Management) is morphing into something very different than it has been.

There is more “content” than ever before – in exponentially increasing volumes and in a host of new forms.  Defining what exactly “content” is – and how it is different from data – is becoming more and more problematic. Managing this “content” is becoming more critical than ever before to business success. The focus of content management has shifted from document and content specialists – a tiny subset of people in most organizations – to a broad base of knowledge workers struggling with complex, content-intensive, and often ad-hoc processes.

And most importantly, there are far more “flavors” of content management solutions than ever before.  There are the traditional ECM solutions, with their roots in transactionally focused, large-volume, mission critical content processes. A lot of these solutions are now part of a suite of information management capabilities that range far beyond ECM and increasingly manifest themselves as adaptive case management. There are all the sync and share content solutions that provide “good enough” ECM for many organizations. There are ECM solutions that start with legal processes like e-discovery and have compliance and information control at their core. And a host of other “flavors” and combinations of these flavors.  [Note: I can see a series of blog posts coming!]

Moving from Managed Print Services to Managed Content Services

Some of the most interesting recent entrants to the ECM space come from companies looking to move from Managed Print Services (MPS) to Managed Content Services (MCS). These include companies like Lexmark, Xerox, HP, Konica-Minolta, Ricoh, Canon, Kyocera, and Toshiba. (I’m sure I’m leaving some out – if I am, add them as a comment and I’ll refresh this list.)

This market transition is still in its early stages. Per Gartner, “Although some services and solutions that fall under MCS have been in the field for five to 10 years, MCS is still an early stage service offering.”

In some ways, Lexmark has become the poster child for this segment of the industry, and especially so with the recent acquisition of Kofax.  Consider some of their acquisitions over the past five years:

Of course, this “flavor” of content management is more than just the hardware (becoming software) vendors. It also carries with it a massive channel of copier dealers and distributors – a channel many times larger than the traditional ECM channel. IDC pegs just the small/medium business portion of the worldwide Managed Print Services market at $13 billion.  With a B.

This transition from MPS to MCS is easier said than done. Hardware companies do not become software companies just by saying it is now their “strategy.” Channel partners focused on selling hardware to office managers do not become solution partners to IT and line of business executives simply by wishing it. Per Darrell Amy of DealerMarketing, “Customers are confused. Sales reps are confused. Marketing is chaotic.”

I think there are three basic market strategies for the vendors and their channel partners in this Managed Content Services segment: 1) target business leaders with a top down process assessment; 2) target knowledge workers with viral tools to build critical mass from the ground up (in the same vein as that taken by the enterprise file sync and share players); and 3) target IT executives by making a cost rationalization and infrastructure argument.  

At the core of these market strategies is a need for greater training and market education – for the key vendors AND their channel partners.  Peter Drucker used to say that, “Culture eats strategy for breakfast.” That has never been more true than for those companies trying to migrate from management print services to managed content services, especially since so many of the players have been SO successful in the former. Changing behavior is never easy, but it is especially difficult when trying to change behavior that has been successful.

My colleague Atle Skjekkeland has built a very interesting presentation exploring these three options. Check it out HERE.

Download the MPS -> MCS briefing

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Topics: ecm, managed print services, managed content services, MPS, MCS

Congratulations to Newest Members of #AIIM Training Honor Roll

Jul 13, 2015 1:29:14 PM by John Mancini

A big congratulations to our AIIM community members who recently attended AIIM training courses and earned certificates. You've made the Honor Roll!


AIIM skills development courses cover the key aspects and elements of Information Management. Their content has been defined by AIIM's user community, and reviewed by an educational advisory group of subject matter experts. For your convenience and learning preferences, we offer them as online/self-paced courses and in live, instructor-led classes.

What business problems does the training solve?

  • Get new approaches for managing the growing volume, velocity, and variety of content
  • Identify best ways to capture, analyze, engage, automate, and govern corporate documents, records, and email
  • Get ideas for how to best deal with BYOD and BYOA (Bring Your Own App)
  • Identify how to best connect people, information, and knowledge
  • Plan how to make compliance, security, and privacy inherent and transparent to the knowledge worker 
  • Learn how to develop necessary content taxonomies, metadata, and and security models

Watch the FREE video now

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Topics: erm, ecm, training, aiim

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