News | April 6, 2017

DLA’s document conversion services on the rise

By Amber McSherry DLA Information Operations

Scanning and document conversion is an easy answer to preserving information and saving expensive storage space while becoming audit ready. Defense Logistics Agency Information Operations provides scanning services for all types and sizes of documents, and converts paper archives into an easily retrievable digital format.

DLA Information Operations technicians are trained in document preparation, scanning, quality assurance and indexing so that the result, whether CD/DVD, encrypted hard drive or movement to a local drive, meets customer specifications and satisfaction. 

The agency recently completed a project converting 12 million pages of paper records into searchable Adobe PDFs for the Office of the Provost Marshall General. During the Global War on Terrorism, there was a significant buildup in paper records on detainees. 

“Between 2011 and 2016, DLA received, compiled and scanned records from three theaters of operation; created consolidated electronic records; and securely destroyed the bulky and degrading hard-copy records,” said Army Col. Frank Kuczynski, chief of the Detainee Operations Division for the Office of the Provost Marshal General. 

Many DLA customers have offices, rooms and warehouses full of documents that take up costly physical space. These collections are at risk of damage and require significant resources to manage and manually search and retrieve information.  

“Electronic records will tremendously reduce the amount of space the DoD must dedicate to long-term storage. Converting paper records to electronic media also ensures the information is preserved in the best possible condition for the full duration of the retention period required by U.S. law. The electronic records meet both the letter and the intent of the federal records preservation acts,” Kuczynski said. 

The DLA Information Operations team works with customers to ensure their information remains secure – a top priority – during the scanning and conversion process. DLA has facilities and technicians authorized to handle confidential or secret information if needed. Employees providing these data services have the proper credentials to protect customer data.

Military customers are already taking advantage of DLA’s conversion services. For example, DLA and Corpus Christi Army Depot in Texas recently signed a multiyear agreement for DLA to scan and convert CCAD’s rotary-wing aviation maintenance files. DLA will be scanning approximately 5 million documents per year using state-of-the-art scanners, which will create searchable Adobe PDFs.

The Navy Bureau of Medicine and Surgery is also using DLA’s services. DLA is scanning and converting over 5 million pages of financial documents from 20 BUMED facilities as part of a ten-month project. The files will be organized and easily accessible so BUMED can operate confidently during an upcoming audit.

"Document conversion requests on legacy paper repositories continue to be on the rise. Our DoD customers understand searching, retrieving and information-sharing are significant benefits that far outweigh the cost of conversion,” said Joe Fagan, director of customer engagement for DLA Information Operations.