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MAJ Solutions was responsible for scanning and converting approximately 6,500 Personally Identifiable Information (PII) sensitive paper, microfilm and microfiche cadet files into Optical Character Recognition (OCR) capable PDF documents for the U.S. Military Academy (USMA) at West Point. Many of the images on the microfilm and microfiche were of poor quality and had to be adjusted and enhanced. USMA data was transported and performed at the TOP SECRET facility of our trusted partner M-Cubed Information Systems, Inc. in Silver Spring, Maryland.

The USMA implemented a paperless admissions process for all incoming classes using Alchemy as the document repository technology. SharePoint 2010 was selected to replace Alchemy, therefore all current Alchemy files had to be migrated into SharePoint 2010, including metadata required for indexing and retrieval. There were approximately 110 document types in the Alchemy document management system.

MAJ Solutions fashioned its designated scanning resources with Canon DR-7580s which handle 150 pages per minute in duplex mode with a 500 page capacity automatic document feeder. During the preparation stage, our team focused on general requirements (such as staple removal, binding removal, document repair and page orientation) and specific requirements (such as special handling of Post-It Notes, color images and media). Document unitization was maintained to ensure that every page was processed accurately and in its correct order. As part of a comprehensive status report, MAJ Solutions performed weekly project reporting by developing an Excel spreadsheet to track scans completed per day and a bar chart that quickly presents management with a graphical view of project progress on a monthly basis. Furthermore, MAJ securely sent via secured FedEx FIPS 140-2 compliant encrypted data of converted documents into searchable PDFs to USMA from our facilities to ensure consistent high levels of quality in every stage of the project. Documents were AES – XTS encrypted prior to mailing.

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• Scan 5 years’ worth of cadet paper files into digital files - There were approximately 1,300 cadets per class year and each cadet had approximately 150 pages (most of which were double sided). The actual number of pages for each cadet varied greatly ranging from as little as 50 pages to files with as many as 596 pages. All documents per cadet were merged into one searchable PDF file. This translates to processing documents for approximately 6,500 cadets and a total of approximately 1,950,000 images.

• Convert classes of 1945-1970 (names A-O) from microfilm to digital files - There were 99 rolls of microfilm with approximately 9,000 images per roll. Each individual file was not associated with a roll of film. Varying amounts of individual files were on each roll of film. Furthermore, the individual files needed to be separated and ported to the new document management system.
• Convert classes 1970-1987 from microfiche to digital files - There were approximately 1,700 cadets in each class for the 17 years. There was one (1) microfiche for each file.

• SharePoint Migration Indexing & OCR Capabilities – MAJ Solutions migrated approximately 437,000 Alchemy files into SharePoint 2010. MAJ Solutions organized and indexed digital data to facilitate rapid retrieval, including OCR capabilities. The PDFs were processed with the Capture Perfect 3.0 OCR (Optical Character Recognition) tool so they could later be searched. All materials were catalogued against a master taxonomy provided by the USMA. The master taxonomy was modified by the government with additional content and/or an additional node. Furthermore, all digital files required to have metadata as defined in the master taxonomy.