Langley AFB, Va. –
With the onslaught of technology growth and advancement, older companies with large paper records and current paper card-using programs are falling behind the times.
The Hampton University Data Conversion and Management Lab was created to convert physical records into digital records in a state-of-the-art laboratory built atop HU’s Harvey Library.
“The DCML was funded to assist the DoD with streamlining some of their data management processes to provide better retrieval, editability, storage and security for their data,” said Ronnie Jefferson, DCML director. “Hampton University was in the right place at the right time.”
That meant HU getting a $1 million grant from the DoD to start the lab.
The lab has a host of equipment designed to scan documents, microfiche and microfilm, and convert that information into a digital format that can be further manipulated if necessary.
“The military was looking to streamline this information process,” said Gerry Swenson, program manager, “getting paper trails off the floor to a fully data-managed solution.”
A fully data-managed solution is more than just conversion, however.
“Data management solutions are far better than simply digitizing the information,” said Mr. Jefferson. “On one hand, you could just put it all on a CD. On the other hand, you’d have to reburn the CD every time you updated information.
“With a true data management solution, the information is put in a database, where you can change information as needed. It’s redundant, and you can create better security for it,” Mr. Jefferson continued.
That can be important to military units who are having sensitive information converted for easier management and want to ensure it stays in proper hands.
One project the lab completed was converting 16 groups of 10 large manuals each of shipboard technical schematics into digital format, making it more portable throughout the Navy vessel.
The lab also produces AutoCAD work, which is a drafting program used by engineers to design machinery.
The lab not only digitizes the information, but layers it and redraws the schematic work from a paper layout into a digital and fully interactive format.
“We try to automate as much as possible,” said Mr. Swenson. “One project we did had only three errors out of ten thousand characters.”
That particular project involved the digitization of records from, the U.S. Department of Education removing the bulky paper books and replacing them with a format easy for the school department to search and utilize.
Aashish Kalra, a contractor with the Data Management Group in Hampton, uses the lab to convert schematics into a digital format compatible with ProEngineer software.
“We use the equipment here,” said Mr. Kalra, “to convert legacy drawings to digital format, and reduce the amount of time from conception to the time a part can be built and put to work.”
Most of the work the lab receives is from out of the area, ranging from areas as far away as Bath Iron Works in Maine to as far south as Mississippi.
The lab has also helped the Army convert information for legacy equipment, in this case, the “deuce and a half” trucks, into pliable, digital information so new manufacturers can replicate parts to keep those vehicles running.
The equipment at the DCML is expensive, and the program charges money for its services, but isn’t a for-profit organization.
“We are paid for our services,” said Mr. Swenson, “but it goes back into the university.”
Mr. Jefferson emphasized the quality of the work they have provided to their customers, emphasizing how “for every contract we’ve performed, we’ve provided a high level of quality assurance, completing the assignment on time and under budget.”