Coast Guard Civilian Personnel Pay Record Scanning
Document Scanning Contractor Services
MAJ Solutions was tasked with scanning & indexing approximately 316,000 historical paper documents and converting them into PDF format that facilitates full text searches and retrieval for The United States Coast Guard (USCG). USCG data was transported and performed at the TOP SECRET facility of our trusted partner M-Cubed Information Systems, Inc. in Silver Spring, Maryland.
MAJ Solutions provided comprehensive document scanning, conversion and indexing support services to the Office of Civilian Personnel of the U.S. Coast Guard (USCG) at its corporate facility. The USCG was relocating to new facilities at the St. Elizabeth Campus in Washington, D.C. In preparation for the move, the USCG office was instructed to reduce paper records by converting them to digital media. The Office of Civilian Personnel within the USCG had approximately 60 boxes containing irreplaceable records pertaining to all facets of the office operation.
MAJ furnished all of the necessary equipment, hardware, software, services, qualified personnel, and material as needed to perform the requirements of the Statement of Work. We ensured the Coast Guard Civilian Personnel Pay Records were scanned and converted from paper to digital format – producing fully searchable DVD-ROM media. MAJ scanned each document and created PDF files tagged for easy retrieval. MAJ Solutions was also responsible for the pick-up of hard copy records from Coast Guard Headquarters. For document transport, we standardized on the use of Fedex’s Custom Critical service which allocated two drivers with SECRET clearance and at least one driver protecting the documents thus ensuring the documents were never compromised.
As this task order was highly PII sensitive and CONFIDENTIAL, we cannot show you the finished product.
We can, however, share with you some information about similar services that we provide
The project required MAJ to:
- Document Collection & Transport - Authorized MAJ personnel picked up the hard copy (paper) records from the Coast Guard Headquarters and transported the priority documents to our partner’s TOP SECRET facility in Silver Spring, Maryland for scanning & processing.
- Secured Documents - MAJ secured the USCG records and maintained proper security procedures at all times while the records were in MAJ's custody.
- Document Preparation - Our team of highly skilled Documentation Specialist prepared the documents for scanning by: Removing staples, paper clips, and other extraneous materials; Repaired torn pages; and Inserted separator barcode pages.
- Technical Capabilities – MAJ Documentation Specialist scanned documents at 300 dpi (dots per inch) and Output images in PDF format to DVD ROM media with full-text search capabilities.
- Document Indexing – Our smart taxonomy planning determines how to name, index, and store documents which allows easy retrieval of scanned documents across multiple applications. USCG records were indexed by the following fields: Name; Date; and Document Title
- OCR Processing – The files were OCR encoded to enable search, quick & easily retrieval and word level search within and across the digital files.
- Quality Assurance – As part of our Quality Assurance (QA) Process, MAJ assigned a quality assurance specialist who randomly selected a sample of scanned documents for analysis. At a minimum, these critical QA checks included document quality and naming convention consistency.
- Delivery of Electronic Documents – Upon completion of scanning and performing quality checks, MAJ was required to return all source documents and files to the Coast Guard. NOTE: Through a contract modification, upon completion of the scanning task, and instead of returning the documents, MAJ Solutions was recently tasked to also securely destroy certain documents based on the USCG document retention policies.