Magnetic media are extremely fragile and, without special precautions, may easily become damaged or destroyed. To avoid damaging records within the office, it is imperative that office management establish standard procedures for handling these media by consulting the vendor about the manufacturer's suggestions for proper storage and maintenance. These procedures should be developed before the office begins using the systems. Many manufacturers will provide paper jackets and storage boxes for diskettes. Remember, magnetic media have shorter life expectancy than paper or microfilm, and it is more vulnerable. Consideration should be given to Library for Storing Diskettes and Disks-It is important for each office to establish a library for storing magnetic media. Ideally, this library should be located in a room with a constant temperature of around 60 to 70 degrees and a humidity factor of 40 to 50 percent. Location of Library-The library should be located in a central location within the office to allow for easy access by all staff to the diskettes and disks. If the information is sensitive, additional se curity may be provided by storing the media in a locked file cabinet. Guidelines for Use-For staff who operate the system, there are some general guidelines that should be observed when handling the diskettes or disks (1) When in use, keep the media away from other electrical equipment in the office. (2) Avoid placing diskettes or disks near metal and magnetic objects. Even the slightest contact with a magnetic object could cause the information to become altered or erased. (3) Do not apply rubber bands, paper clips, or tape, or place anything heavy or dusty on the media. The manufacturer should provide special labels for marking the diskettes and disks. (4) Do not place the media in direct sunlight or close to a heating outlet. Heat may warp the diskettes or disk, and possibly damage the information contained on the media. (5) Avoid drinking, eating, and smoking around the equipment and the storage media. MAINTENANCE OF PERMANENT Besides being properly stored, all magnetic media used for storing permanent records should be tested and certified no more than six months before being used. Newly written tapes containing permanent records should be verified as error free. A three percent sample of all reels should be read annually to identify any loss of data, to discover the causes, and correct them. Tapes with ten or more errors should be replaced, and, if possible, the lost data restored. Magnetic media containing permanent records should be kept separate from those containing temporary records. (See 36 CFR 1234.4, care, handling, and storage of magnetic computer tapes and disk packs.) ELECTRONIC FILES CHECKLIST Has the systems manager established guidelines for document creation, including protocols for coding and indexing? Does the systems manager monitor for compliance? Are automated files inventoried and assigned disposition with assistance from the Archivist? Has the archival storage medium been determined in consultation with the Archivist? Has someone been assigned responsibility for transferring permanent information to an archival storage medium? Has a comprehensive list of subject (index) terms been compiled, and is it used for systems "folder" titles, as appropriate? Is the index produced by the system adequate to meet retrieval requirements? Are back-up files stored off-site? Are inactive files/tapes checked for data loss and reconstruction promptly accomplished? Is adequate system documentation available? |