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									iPERMS
WEB UPLOAD

       Guide
                              REVISED 2009/07/22
                                                        (#1)
 “CENTER OF EXCELLENCE SUPPORTING AMERICA’S SOLDIERS”
                 PURPOSE

The Web Upload function is used to transmit electronic
images of OMPF documents from a remote location to
the Indexing Data Center and insert them into a
Soldier’s Official Military Personnel File (OMPF) in
iPERMS. This transfer uses your Web Browser’s
Encryption capabilities to safely transmit the electronic
documents.



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             “CENTER OF EXCELLENCE SUPPORTING AMERICA’S SOLDIERS”
                           NOTE

Personnel Support Units who wish to request authorization
for using iPERMS Web Upload should refer to the Contacts
listed at the end of this presentation. There are multiple
records centers.
AA Domain – Active Duty Regular Army Officer
AE Domain – Active Duty Regular Army Enlisted
AV Domain – Army Reserve Officer and Enlisted
* These instructions assume AE Domain, use appropriate
domain depending on the Soldier.
                                                                      (#3)
               “CENTER OF EXCELLENCE SUPPORTING AMERICA’S SOLDIERS”
IMAGE REQUIREMENTS
         Must be*:
         •Multi-Tiff Format Bitonal Images
         • Black and White
         • 300 DPI Resolution
         • CCITT Group IV Compression
         (Consultative Committee for International Telephone and Telegraph)



*Any scanner meeting the requirements above would be acceptable. A list of suggested scanners is located on
                                                                                                    (#4)
the next page.
                            “CENTER OF EXCELLENCE SUPPORTING AMERICA’S SOLDIERS”
              SUGGESTED IMAGE SCANNERS
               Throughput
                                              Output                                                        Bundled
              Speed 300dpi     Optical                      Recommended       ADF                                         Price
 Scanner                                    Resolution                                      Interface        Scan
                (Simplex /    Resolution                     Daily Volume    Capacity                                     Range
                                            Capabilities                                                   Application
                 Duplex)


                                                                                        USB 2.0 (Cable
                                           75,100,150,200                   Up to 75
                                                                                        and Interface
                                           ,                Up to 1500      sheets of                      Kodak          $1400 -
Kodak i65     20ppm / 45ipm    600dpi                                                   Card Included);
                                           240,300,400,60   pages /day      16lb.                          Capture Lite   $1600
                                                                                        SCSI-2 HD50
                                           0 dpi                            Paper
                                                                                        (50-pin)

                                                                            Up to 50
 Xerox
                                           100,150,200,30   Up to 1000      sheets of   USB 2.0 (no        ScanSoft       $1000 -
DocuMate      25ppm / 35ipm    600dpi
                                           0,600 dpi        pages /day      18lb.       cable / card)      PaperPort      $1200
  272
                                                                            Paper
                                                                                        IEEE-1394
                                           75,100,150,200                   Up to 150
                                                                                        FireWire (6-pin)
                                           ,                Up to 3000      sheets of                      Kodak          $2700 -
Kodak i160    27ppm / 54ipm    300dpi                                                   (Cable and
                                           240,300,400,60   pages /day      16lb.                          Capture Lite   $2900
                                                                                        Interface Card
                                           0 dpi                            Paper
                                                                                        Included)
                                                                                        IEEE-1394
                                           75,100,150,200                   Up to 150
                                                                                        FireWire (6-pin)
                                           ,                Up to 7500      sheets of                      Kodak          $6300 -
Kodak i280    37ppm / 74ipm    300dpi                                                   (Cable and
                                           240,300,400,60   pages /day      16lb.                          Capture Lite   $6500
                                                                                        Interface Card
                                           0 dpi                            Paper
                                                                                        Included)

                                                                                        USB 2.0 (no
                                           50,75,100,150,                   Up to 200
                                                                                        cable / card);     Adobe
Fujitsu fi-     57ppm /                    200,             Up to 8000      sheets of                                     $6300 -
                               600dpi                                                   ULTRA SCSI         Acrobat 7;
 5750C          114ipm                     240,300,400,60   pages /day      20lb.                                         $6500
                                                                                        HD50 (50-pin);     ScandAll 21
                                           0 dpi                            Paper
                                                                                        Third Party Slot
                                                                                                                       (#5)
                                “CENTER OF EXCELLENCE SUPPORTING AMERICA’S SOLDIERS”
                           NOTE

You will need to coordinate with your local Information
Technology Support personnel to assist you with the
installation of a scanner and image capture software onto your
local PC if your documents are not already in the proper
digital format.




                                                                       (#6)
                “CENTER OF EXCELLENCE SUPPORTING AMERICA’S SOLDIERS”
   FIRST TIME SETUP
Prior to using the web upload feature the first time
on a local PC, an iPERMS ActiveX applet for
viewing images, must be installed. Depending on
local policy, the ActiveX applet installation may
require Information Technology Support personnel
logged on to the PC with Administrative rights.

                                                                   (#7)
            “CENTER OF EXCELLENCE SUPPORTING AMERICA’S SOLDIERS”
        FIRST TIME SETUP
Add https://iperms.army.mil as a trusted site by doing the
following in your Internet Explorer Browser:

Select "Tools", "Internet Options", "Security Tab". Use the
scroll bar and scroll to the right until you see "Trusted Sites".

Select "Trusted Sites", then select the "Sites" button.

Add https://iperms.army.mil to the list of trusted sites.

Set Security level for the “Trusted Sites” zone to “Default Level”

                                                                          (#8)
                   “CENTER OF EXCELLENCE SUPPORTING AMERICA’S SOLDIERS”
         FIRST TIME SETUP
Logon to iPERMS
You must have an AKO account to access iPERMS.
1. Double-click the browser application icon on your windows
   desktop.
2. Enter the iPERMS web address:
   https://iperms.army.mil/rms
3. Type your AKO user name in the Username field.
4. Type your AKO password in the Password field.
5. Press the enter key on your keyboard, or click the Login
   button.                                  (cont. next slide) (#9)
                  “CENTER OF EXCELLENCE SUPPORTING AMERICA’S SOLDIERS”
         FIRST TIME SETUP
The “Scan Operator in AE * ” role will appear.
Click “Scan Operator in AE * ” role.
6.   Select     “Install JRE and LEAD Tools” Icon
7.   Click on “Install Viewer Software”
8.   If successful, you will see the image as follows:



9.   If you are unable to install the viewer software, make sure
     https://iperms.army.mil is a trusted site and trusted site security
     settings are set to “Default Level”.
10. Close all open browser windows.

                                                                            (#10)
                     “CENTER OF EXCELLENCE SUPPORTING AMERICA’S SOLDIERS”
Type your AKO user name in
      the Username field.

Type your AKO password in the
      Password field.




                                                       (#11)
“CENTER OF EXCELLENCE SUPPORTING AMERICA’S SOLDIERS”
   Click “Scan Operator in AE * ” role.




                                                       (#12)
“CENTER OF EXCELLENCE SUPPORTING AMERICA’S SOLDIERS”
   Select “Install JRE and LEAD Tools” Icon




                                                       (#13)
“CENTER OF EXCELLENCE SUPPORTING AMERICA’S SOLDIERS”
    Select “Install Viewer Software”




“CENTER OF EXCELLENCE SUPPORTING AMERICA’S SOLDIERS” (#14)
“CENTER OF EXCELLENCE SUPPORTING AMERICA’S SOLDIERS” (#15)
DOCUMENT PREPARATION
1. Prior to scanning, documents must be organized and
   prepared to ensure that they are in good condition and
   avoid problems during scanning and indexing
2. Documents should be organized in logical order
3. Remove all staples and paper clips from the documents
4. Remove all sticky notes
5. Repair small tears in the pages with transparent tape
   and straighten bent pages
6. Complete “Transmittal Letter” and scan as 1st image of
   batch (Next Page)
                                                                      (#16)
               “CENTER OF EXCELLENCE SUPPORTING AMERICA’S SOLDIERS”
       iPERMS TRANSMITTAL LETTER
 Date:____________ Unit:____________ Location:__________


Number Pages:_____ (Including This Letter)


Sender Name:______________ Sender Phone #:____________


Sender AKO E-mail Address:___________________________
*One transmittal letter per batch

                                                                       (#17)
                “CENTER OF EXCELLENCE SUPPORTING AMERICA’S SOLDIERS”
ROUTINE ACCESS iPERMS
Logon to iPERMS
You must have an AKO account to access iPERMS.
1. Double-click the browser application icon on your windows
   desktop.
2. Enter the iPERMS web address:
   https://iperms.army.mil/rms
3. Type your AKO user name in the Username field.
4. Type your AKO password in the Password field.
5. Press the enter key on your keyboard, or click the Login
   button.                                                (#18)
                 “CENTER OF EXCELLENCE SUPPORTING AMERICA’S SOLDIERS”
ROUTINE ACCESS iPERMS
The “Scan Operator in AE * ” role will appear.
6. Click “Scan Operator in AE * ” role.
7. Select “Create a New Batch”
8. Select “Upload Images”
9. Click on “Browse”
10. Choose “TIFF” image files to upload
11. Click on “Add Now”


                                                                     (#19)
              “CENTER OF EXCELLENCE SUPPORTING AMERICA’S SOLDIERS”
Type your AKO user name in
      the Username field.

Type your AKO password in the
      Password field.




“CENTER OF EXCELLENCE SUPPORTING AMERICA’S SOLDIERS” (#20)
   Click “Scan Operator in AE * ” role.




“CENTER OF EXCELLENCE SUPPORTING AMERICA’S SOLDIERS” (#21)
   Select “Create a New Batch”




                                                       (#22)
“CENTER OF EXCELLENCE SUPPORTING AMERICA’S SOLDIERS”
          NOTE: Do not “Check Out” any batches
          listed here, they are processed by Soldier
          Record Data Center Personnel Only.




                                                       (#23)
“CENTER OF EXCELLENCE SUPPORTING AMERICA’S SOLDIERS”
         Select “Upload Images”




                                                       (#24)
“CENTER OF EXCELLENCE SUPPORTING AMERICA’S SOLDIERS”
                                            The image file name must be alpha numeric
                                            with no spaces or special characters and have
                                            “.tif” as the file name extension. Keep file
                                            name under 50 characters.
                                            Example “file1.tif”


                                              You can select up to twelve multi-image
                                              “.TIF” files to add to your batch. The
                                              images must be black and white TIFF
                                              images. 300 DPI Group IV compression.




  After you have selected the             Click on “Browse” to
  image files click on “Add Now”          select an image.

FT KNOX 01
                      Enter Your Location ID

                                                                              (#25)
             “CENTER OF EXCELLENCE SUPPORTING AMERICA’S SOLDIERS”
                          NOTE

The “Location ID” can be any combination of characters
and/or numbers that will identify your location. If there is
more than one person using Web Upload at your location,
you should provide each person with a numeric identifier,
i.e.; FT BRAGG 01, FT KNOX 02, etc.




                                                                      (#26)
               “CENTER OF EXCELLENCE SUPPORTING AMERICA’S SOLDIERS”
                  •If you successfully added your image file you should
                  now be able to see the images.
                  * Each image in the file/files will appear as a separate
                  document. They will be joined as necessary by the
                  index data center.
                  * If you get a “LEAD ERROR” The image file you are
                  trying to upload is not supported by iPERMS. You
                  should modify the device you are using to create the
                  image. The file type must be Black and White TIFF
                  Group 4 Compression at 300 Dots Per Inch (DPI).
                  * If you get a message “If you see this text then your
                  browser is not handling the ActiveX controls properly.
                  Microsoft Internet Explorer 6.x required” The
                  iPERMS ActiveX Plug-in is not installed or is not
                  working properly due to your security settings. If you
                  have a popup blocker make sure it allows popups for
                  this web site. You should add this site as a trusted site.
                  Review the first time install procedures.


         Enter Your Location ID in the
         Comment Field

                                                                               (#27)
“CENTER OF EXCELLENCE SUPPORTING AMERICA’S SOLDIERS”
                      Select “Save Work”
                      Then Click on
                      Record the batch id from the pop
                      up message. Refer to this batch ID
                      when making inquires. It is your
                      receipt for this batch.


      NO NEED TO FILL IN THE INFORMATION IN THIS SECTION,
      IT WILL BE COMPLETED BY OUR INDEX DATA CENTER




“CENTER OF EXCELLENCE SUPPORTING AMERICA’S SOLDIERS” (#28)
                     Select “Queue to
                     Index/Validation”
                     Then Click on
                     When asked “Are You Sure”
                     Select “OK”
                     Now the batch is at the index
                     data center ready for processing.

      NO NEED TO FILL IN THE INFORMATION IN THIS SECTION,
      IT WILL BE COMPLETED BY OUR INDEX DATA CENTER




“CENTER OF EXCELLENCE SUPPORTING AMERICA’S SOLDIERS”   (#29)
SELECT THE IQC REPORTS MENU ICON, THEN SELECT “BATCH
ORIGINATOR REPORT” TO CHECK THE STATUS OF BATCHES YOU HAVE
CREATED. YOU CAN DETERMINE HOW MANY BATCHES YOU HAVE IN ANY
STAGE OF THE PROCESS. YOUR BATCHES WILL INITIALLY BE IN THE
INDEX/VALIDATION STAGE AFTER CREATION. THE MAJORITY OF YOUR
BATCHES SHOULD EVENTUALLY BE AT THE INPUT COMPLETE STAGE.
ONCE AT THIS STAGE, THE DOCUMENTS ARE VIEWABLE ON THE
SOLDIER’S RECORD. THE LENGTH OF TIME TO REACH THIS STAGE WILL
BE AS LITTLE AS 1 DAY OR A NUMBER OF WEEKS DEPENDING ON INDEX
DATA CENTER WORK LOAD.




       “CENTER OF EXCELLENCE SUPPORTING AMERICA’S SOLDIERS” (#30)
             CONTACTS
ACTIVE DUTY REGULAR ARMY ENLISTED
SOLDIER RECORD DATA CENTER: (AE Domain)

For access to iPERMS
Calvin Barker, System Manager, PERMS Ops Branch
Email: calvin.barker@us.army.mil
For questions concerning documents in OMPF
Aetok Ziegler, Chief, Image Resolution Branch,
Email: aetok.ziegler@us.army.mil
Tel: DSN 699-3749

For Technical Questions
Jack Sheets, Chief, PERMS Ops Branch
Email: jack.sheets@us.army.mil


                                                                  (#31)
           “CENTER OF EXCELLENCE SUPPORTING AMERICA’S SOLDIERS”
                    CONTACTS
HRC ALEXANDRIA
OFFICER RECORDS CENTER: (AA Domain)

Diane Mitchell
Email: queen.mitchell@us.army.mil for access to web upload
Tel : DSN 221-8114

offrcds@conus.army.mil For questions concerning documents in the OMPF




                                                                          (#32)
                   “CENTER OF EXCELLENCE SUPPORTING AMERICA’S SOLDIERS”
                    CONTACTS
HRC ST. LOUIS
US ARMY RESERVE RECORDS SOLDIERS: (AV Domain)

Mr. William A. (Art) Piel
Email: william.piel@us.army.mil

Ms. Mary Saddler
Email: mary.k.saddler@us.army.mil

Ms. Yvette Hinton
Email: yvette.hinton@us.army.mil




                                                                         (#33)
                  “CENTER OF EXCELLENCE SUPPORTING AMERICA’S SOLDIERS”
                     CONTACTS
ARMY NATIONAL GUARD
NATIONAL GUARD: (STATE PERMS)
https://statepermsompf.hoffman.army.mil
For access to iPERMS
Vernell Hill
703-607-9110
Email: vernell.e.hill@us.army.mil

For Technical Questions
Marian Barry
703-325-2515
Email: marian.jeanette.barry@us.army.mil

                                                                          (#34)
                   “CENTER OF EXCELLENCE SUPPORTING AMERICA’S SOLDIERS”
                                         FAQ’S
•   Is there a limit to how many images can be in one batch? No, but you should try to limit the
    number of images to around 100 per batch if you can do so without splitting a document. This will
    make each batch more manageable. Files with a large number of images will take a long time to add
    to the batch.

•   Once I have uploaded my batch why can’t I find it? When you have finished importing images
    into your batch from your local PC, you will no longer see the batch, it is picked up by our Indexing
    Data Center for processing. You will be able to import images into another new batch by selecting
    the        Upload Images to Batch icon.

•   When I Select the Scan Operator Role, sometimes I see batches listed. Should I be concerned
    about them?
    No, those batches will be processed by the Soldier Record Data Center, don’t do anything with them.

•   Can I add more than one Soldier’s Documents to a single batch? Yes, so long as all images for a
    particular document are in the proper order, but keep in mind smaller batches are faster to upload.




                                                                                                     (#35)
                          “CENTER OF EXCELLENCE SUPPORTING AMERICA’S SOLDIERS”
                                       FAQ’S
•   When I add images to a batch, I get an error message. The error is: ltocx13n, "LEAD ERROR:
    The LZW capabilities are locked". What is wrong?

    The image you are trying to upload is using a compression method that is not supported by iPERMS.
    You should modify the device you are using to create the image. The file type must be Black and
    White Multi-Image TIFF Group 4 Compression at 300 Dots Per Inch (DPI). If you are using a digital
    sender to create your images the settings are Black and White Document, MTIFF 6.0


•   When I add images to a batch, I get an error message. The error is:
    “Document file is missing (/data/iqc/image/AE/pdc_200610261240124590_BATCH_)
    (iqc_viewer)” What is wrong?

    The image file name that you are trying to upload may have special characters and/or spaces in the
    filename. Try renaming the file so that it only contains alphanumeric characters such as “1.tif”.
    The following special characters can not be used in the file names: $ & + , / ; = ? @ “ > < # % {
    } | \ ^ ~ [ ] and '




                                                                                                  (#36)
                        “CENTER OF EXCELLENCE SUPPORTING AMERICA’S SOLDIERS”
                                      FAQ’S
•   I already have a Hewlett Packard Digital Sender. Can I use my digital sender instead of using a
    scanner.

    You can use your digital sender to send to a local PC via TCP/IP or Email Address. Once you have
    the image file on your local PC, you can then use Web Upload. You must make sure that you
    configure your digital sender to send in Black and White TIF format, NOT PDF FORMAT.




                                                                                                 (#37)
                        “CENTER OF EXCELLENCE SUPPORTING AMERICA’S SOLDIERS”
•
                                                   FAQ’S
     I have a PDF document, can I send it using Web Upload?

     You can only upload Black and White TIF 300 DPI group IV compression images. You must convert
     the images into the proper format before you upload them.

     If you have an electronic document in some non TIF format (Such as an Adobe PDF document) that you need to file on
     the OMPF in iPERMS, you can send it to a virtual printer. This virtual printer will convert it for you, and then save the
     converted image in a folder you specify. To do this, follow the procedures below:

It is assumed that you are using a standard Army Configured PC with Microsoft Office Installed.

The printer is "Microsoft Office Document Image Writer".

You will need to make changes to the "Microsoft Office Document Image Writer" printer's default configuration before using
it. You will need to change it so that it saves the file in 300 DPI TIF format (iPERMS/PERMS Compatible image format).

Go to Start, Settings, Printers and Faxes, Right Click on "Microsoft Office Document Image Writer" and choose "Properties"

Click on the "Printing Preferences"

Click on the "Advanced" Tab.

CONTINUED NEXT SLIDE:

                                                                                                                          (#38)
                                 “CENTER OF EXCELLENCE SUPPORTING AMERICA’S SOLDIERS”
                                                      FAQ’S
•    I have a PDF document, can I send it using Web Upload?

CONTINUED FROM PREVIOUS SLIDE


In the "Output format" section, select "TIFF-Monochrome Fax"

In the Drop Down change the Resolution from "Fine 200 DPI" to "Super Fine (300 DPI).

For "Default folder" click on Browse and select a folder where you want the images that you print to go.

Now select "OK" and "OK" again to close both windows.

Now when you print a document, you can select the "Microsoft Office Document Image Writer" as the
printer and it will convert your PDF/JPEG/BMP etc. image into the proper TIF format and save* it in the folder you specified.

You can then use iPERMS Web Upload to put the converted document in a batch in iPERMS ready for indexing. This would be
much quicker than printing a hard copy document and scanning it back in.

*NOTE: THE DEFAULT FILE NAME MAY CONTAIN SPECIAL CHARACTERS WHICH WILL PRVENT YOU FROM BEING ABLE TO
UPLOAD THE FILE. YOU SHOULD RENAME THE FILE SO THAT IT CONTAINS NO SPECIAL AND/OR BLANK CHARACTERS.




                                                                                                                            (#39)
                                     “CENTER OF EXCELLENCE SUPPORTING AMERICA’S SOLDIERS”
                                                 FAQ’S
I'm attempting to upload some documents and following the directions in the guide, but I get a pop up that
says there are errors. The errors are that some of the data is missing, but the instructions say the Index Data
Center completes that section.




                                                                                  Not here, this
                                                                                  checks the index
                                                                                  fields. They will be
                                                                                  completed by
                                                                                  index data center


                                                                       Click Here to do
                                                                       selected action




                                                                                                                  #40
                        “CENTER OF EXCELLENCE SUPPORTING AMERICA’S SOLDIERS”

								
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