Seaport-e

eDoc Publish, Inc. (eDocPublish) is a small company with a business focus on the technical aspects related to documenting, publishing and distribution of Technical Information.  eDocPublish is focusing on three functional areas, supporting Zone One. 

SOW 3.1 Research and Development Support

Item Unique Identification (IUID) is an asset identification system instituted by the United States Department of Defense (DoD) to uniquely identify a discrete tangible item or asset and distinguish it from other like and/or unlike tangible items. Tangible items are distinguished from one another by the assignment of a unique identifier in the form of a unique data string and encoded in a bar code placed on the item. An item unique identifier is assigned only to a single item and is never reused. Once assigned to an item, the IUID is never changed even if the item is modified or re-engineered. IUID is similar to social security numbering used to distinguish citizens of the United States from one another.

In the case of a lot or batch of items that are not individually serialized, the entire lot or batch may have a unique identifier assigned. For example, a manufacturer might place a unique IUID physical mark on the exterior of a kit or container that holds a gross quantity of mission critical items. The government would refer to this IUID at the point of acceptance. The entire gross quantity in this case is treated as a single item. In this case, the IUID is no longer useful after the items are separated, and the individual items from the batch or lot are never uniquely identified.

IUID is physically marked on tangible items or assets using a two-dimensional (2D) Data Matrix symbol with the data formatted in accordance with specified standards. The encoded data is identified by the use of data identifiers, application identifiers or text element identifiers. The choice of which identifier to use is based upon normal industry practices of the organization assigning the serialization. The formatted data is called a Unique Item Identifier (UII). The Data Matrix symbol is a machine-readable representation of the UII.

When DoD requires this marking it is to be applied directly to the surface of the item or to an identification plate, tag or label securely fastened to the item. The UII is intended to be a permanent mark and cannot be changed over the life of the item.

A challenge that we face is how to print the IUID on a Disc, The Disc base is Silver and the reflection will cause a problem. If a paper sticker is used, then the disc reliability will drop to an unacceptable level and the glue from the label will cause permanent damage to the disc if it was exposed to a moderate heat or humidity.

Another requirement is that the marking has to be permanent. If the paper label is rubbed the ink may come off. If we laminate the Paper, then the disc may be too heavy and it will not play; or if it does, it may damage the drive in a short period of time.

eDocPublish developed a process that will allow us to print on the Disc variable data and variable images, which means the Graphics and text for each disc will be different from a customer provided excel file. In addition if the user tries to alter the  barcode the disc will be damaged. The application for this barcode is locating the classified data disc when the disc is transported. If the Disc leaves Room A it gets scanned and the data is logged into a centralized database. When the Disc arrives to Room B it gets scanned and logged in tot the same database. The database is only accessed by security personal and the assigned users.

Legal Format PDF
Portable Document Format is also known as PDF format. The best-known PDF implementation is Adobe PDF, a file format created by Adobe Systems in 1993 for document exchange.

Adobe PDF is used for representing two-dimensional documents in a manner independent of the application software, hardware, and operating system. Each Adobe PDF file encapsulates a complete description of a fixed-layout 2D document that includes the text, fonts, images, and 2D vector graphics which compose the documents.

PDF was officially released as an open standard on July 1, 2008, and published by the International Organization for Standardization as ISO/IEC 32000-1:2008.

eDocPublish built its systems on the success of the PDF file format since version 1.0 and added the third layer to the file format. The use of 3 layers enhanced the user experience. The Top layer has the controls such as buttons, forms and links, the second layer has the Tiff Scanned image and the third layer has the OCR (Optical Character Recognition) text. The OCR process is not perfect and it requires user intervention to make all of the corrections manually. By having the 3 layers we have accomplished all of the goals without having cost overrun. The Second layer has the exact image of the original document (legal Format) and the third layer help the user navigate the file by using text search. Any errors in the OCR will only effect the search function but not the working document.

CD-ROM Player can’t read the CD-ROM.  This title or an email header is not something you want to see in your inbox when you come to work. Since we have been supplying CD-ROMs for the Navy for many years and we never had a problem, this was a shock to our engineering department. Our Suppliers had not changed, the process had not changed and the personal have not changed – so what changed. After looking into the problem in more detail we noticed that all of the users that were having this problem had just received new Dell PC or laptop computers. The Discs that we manufacture are tested to the international Disc Standards “CD-ROM: Yellow Book” Mode 1. ISO 9660, Level 1 (PC, Apple, Unix, DVI) and Level 2 (CDTV) 2352 Bytes and “ CD-Audio: Red Book” Standard Audio Recording 1/75 Second, user data 2352.

We tested the supposedly malfunctioned discs, and we found that nothing was wrong with the CD-ROMs.  After doing an in depth investigation we found out that Dell had changed the amount of power distributed to the CD-ROM player to read the Disc. Dell had reduced the level of power to the CD-ROM player so the laptop battery would last longer.  But the unexpected result was that the user was no longer able to read the CD-ROM.

The Navy had already purchased the Dell Computers and nothing could be done.  We had to make our discs work for the current players in the Dell computers. eDocPublish developed a new standard that has a strict screening process and increases the reflection/Push-Pull specification to improve the readability above and beyond the Standard. Since this change, four years ago, we have not had a single complaint and the Navy has now :discovered” that the CD-ROM players are defective.

eDocPublish demonstrated its initiative and ingenuity by taking the extra measure, and doing whatever is necessary to make sure the end user receives a working product regardless of who may really be at fault.

SOW 3.5 System design Documentation and Technical Data Support

In 2000 eDocPublish was awarded a contract by NAVSEA to convert paper documents and manuals to electronic format. The requirement was simple: technicians must be able to read a screen just like they are reading paper.  In addition, the documents must have 100% accuracy, be searchable, and be compact in size. eDocPublish evaluated all of the available options in the market and finally settled on Adobe Acrobat, still a relatively unknown product at that time. Who would have thought that the solution that we selected would become the world standard for portable document format (PDF) 1.0.

eDocPublish developed a process and a workflow that allows scanning paper documents into an electronic container then deskew the pages, inline editing, inline correction of errors due to the OCR software, recompile the pages, produce PDF file and then perform 100% inspection against the original document. Every stage has a process step and an inspection step. Each member of the team is required to inspect his work and the previous. The Project was a success and it has launched the distribution of the Navy Metrology Data Discs. This process is still in place today with a 100% success rate. Converting paper documents to Electronic (PDF) saved money on reprinting, distribution, mailing, storage space (especially in submarines) and instant access to the operators.

It is easy to work with one PDF file, but when handling 10,000 files it is not. eDocPublish developed a virtual library that helps navigating any collection of files with ease of use and intuitive user interface. This design improved the user experience, and also resulted in saving time by retrieving the needed information in a shorter period of time. We have since then added a database index to the backend of the library that allows the search across the entire library within seconds from within any file.

Fast forward to today; the paperless office is not yet a reality, so we still need paper documents and manuals. We have automated the processes of building books in any quantity with variable data printing, color charts, large format engineering spreads, water splash resistant work sheets and inline bindery, commercial manuals reproduction, and duplication.

SOW 3.22 Public Affairs and Multimedia Support

How to Print over preprinted DVD-R Discs.  The Bureau of Census 2010 had a unique requirement for a single Layer Recordable DVD-R disc that can be easily identified as belonging to the Census Bureau 2010. The Bureau selected a specific Bright Green Color for this application. The second requirement was to have the disc printable via a Specific Black Thermal transfer printer.

We encountered several challenges:

• Matching the exact Green color and keeping it consistent across 20,000 discs.
• The ability to print using high speed Black Thermal Transfer printer and the text must be legible and it must stick to the Disc.
• It must repel water, moisture and humidity and the color must not change with time.

The eDocPublish R&D department was able to match the exact color and add a translucent layer that enabled the Disc secondary print to stick to the disc permanently and seal the top layer.

eDocPublish printed 20,000 DVD-R successfully, to the exact specifications, and delivered them in 5 business days.

How to Mail a Multimedia Disc (DVD/CD).  Mailing a disc should be a simple task. But it is not. The post office changed the rules 4 times in the last 3 years regarding mailing a Disc. If you mail a Disc it can be classified as non machinable which means it has to be sorted manually, and you have to pay an additional $0.17/mailing piece and you will lose all of the Automation discounts (about $0.07-$0.24 depending on the mail distribution). How much money are we talking about? A typical project that we handle at eDocPublish requires mailing 25,000 Discs. If the package is classified as non machinable then the customer has to pay about $7,250 in additional postage.

Second problem.  The post office is trying to save money and automate the process of handling the mail. Although the customer gets charged a non machinable surcharge, the mail will still be processed using the new automated sorters. The new sorters have large rollers that pinch the Disc at the bottom of the mail piece which causes a substantial structural stress on the disc and may break the Disc and make it inoperable. eDocPublish developed a new Disc mailer that suspends  the disc above the roller area which prevents the roller from touching the Disc. If the roller did touch the Disc it will only touch the tip of the disc which is the strongest element of the disc.

The new mailer looks more like an oversized #10 Envelope with a pocket for a Disc and a Pocket for a Multipage document. This new Envelope is machinable and has the protection that is needed for any Media (CD or DVD).

Note: This design has not been fully tested for Blu Ray Disc.

DOD Guide to marking Classified Documents: DoD 5200.1-PH.  Complying with the DOD Guide to marketing Classified Documents (DoD 5200.1-PH) is not a simple task. The Guide specifies exactly what should be marked but not how. The specification is clear for the Paper Documents, equipment, or even Floppy Disks. Applying a sticker to a disc is not the solution, it in fact makes the problem worse. After a while the Disc will be unreadable.  eDocPublish developed 6 Discs (3 CD-R recordable and 3 DVD-R recordable) for the DOD and navy application. Please see the following two web pages for the samples. 

http://www.edocpublish.com/dod.htm ; http://www.edocpublish.com/navy.htm

The reasons behind developing these Disc (CD-R & DVD-R) is that the Navy was having the following problems:

Every time a Classified Disc that was not labeled properly is inserted in to an unclassified computer, the Navy has to pay about $34,000 for a company to clean the machine and look at the damage if any was done. If any information was compromised then the process gets more complicated. Prior to using eDocPublish Discs the Navy used to pay around $136,000 -$170,000 per year due to these errors. Since they started to use these Disc no incidents have been reported that we are aware of. Total consumption for the Corona base in 2009 did not exceed $10,000 for these special Discs . Cost saving is over $126,000-$160,000 per year.

The Discs that were being used at the base had a short shelf life. The Discs that we offer have 100 years Archival life. Also the failure rate in eDocPublish disc is less than 0.01% (consumer  grade Discs have a failure rate of 3%-5%.

The Navy must comply with DoD 5200.1-PH. Our Discs comply with this standard out of the Box without the use of Stickers.  Using Stickers affects the reliability of playing the Disc over time. Our solution saved money, improved security and reliability