DISASTER/OFF-SITE BACKUP

Have you ever given any thought to how much time and money are invested in the library? If you are not working in the library at the moment, next time you visit one, look around and try to imagine how much money it would take to replace the equipment and the media, and how much time it would take to recreate all the necessary files if everything were totally lost because of fire or flooding. Depending on the size of the library and the types of media it contained, it could run into the millions of dollars. Remember, data entry personnel do not work for nothing. The loss of these media can have harmful effects on your command's operations for quite some time. And, as we have already noted, recreation of files can be extremely costly.

All systems software, master files, and other critical entries and documentation should be duplicated as backup on a regularly scheduled basis and stored in a protected area, as far away from the library as possible. In spite of the many precautions that can be taken to protect the security of the computer center and the media library, the safest possible means of protecting data and information of a vital nature is the off-site, back-up procedure. This is true because there is no totally fail-safe procedure to protect a computer room or the library from the many dangers to which it is exposed.

It is up to the individual programming branch supervisors, operations supervisor, or division chief to ensure that all projects, systems, or jobs under their cognizance or control be identified, duplicated, and stored off-site in accordance with local Continuity of Operations (COOP) instructions.

Off-site magnetic media should be changed each time the data/information is updated. In the case where daily updates occur, backup files should be minimized to once a week if at all possible.

As librarian, you should have an established standard operating procedure (SOP) to copy master files for the various types of media, for use in the event the originals become damaged. Copies should be made each time a master file is updated. These copies can be the actual COOP tapes/disks or duplicates, depending on the proximity of the COOP storage site and the delay in operations required to retrieve the copies. If the COOP site is distant from the operation, the COOP files should be duplicated and the duplicates stored within the library for fast recovery.

SHIPMENT OF MEDIA

Occasionally, you will be expected to ship media to another site. The most important thing to remember to do before packaging a tape or disk up for shipment is to make a copy. There is nothing worse than mailing off a disk or tape and the recipient finding it blank when it arrives, and you don't have another copy.

The following steps should be followed to prepare media for shipment:

Pull media from the library

Copy the media, returning original to library

Box media in shipping container

Label container

Affix warning labels on all sides

The warning labels should state that the package contains magnetic media; do not xray.

CARE AND HANDLING OF MAGNETIC TAPE

While it is inevitable that computer tape eventually acquires errors, you can help minimize tape errors through proper handling techniques. Tapes should never be handled unnecessarily, because each time you

Figure 2-7.\Magnetic tape in a canister.

handle a tape the possibility of damage increases, especially to the outer edges of the tape. Devices, such as canisters and wrap-around (tape) straps, help protect the reel and tape during handling and storage. The canister tape seal shown in figure 2-7 offers the maximum protection against dust and physical abuse. Canisters provide a dust-free environment and support the tape reel by its hub. Canister tape seals are normally supplied by the manufacturer, unless your command specifically asks for another type such as the wrap-around strap.

Some AIS installations prefer to use wraparound straps, better known as tape straps, instead of canisters because they are far less expensive and take up less storage space in the library, figure 2-8. Unfortunately, tape straps do not provide the same degree of protection from dust or physical abuse as do the canisters. It is

Figure 2-8.\Magnetic tape in a wrap-around (tape) strap.

possible for a person to squeeze the reel flanges during handling even though a tape strap is properly in place, as shown in figure 2-9. Handling tapes in this manner will certainly result in tape-edge damage. In addition, defective or improper size straps may deflect (twist or warp) the reel flanges, causing tape-edge damage. Nonetheless, when handled with care, the wrap-around tape strap can bean effective method of tape protection.

Anytime you are handling magnetic tape, regardless of how it is protected (by a canister or a tape strap), always use good judgment and follow the applicable safeguards, as follows:

When a tape is not actually being used, keep it in its protective container to avoid accidental breakage and unnecessary contamination.

Do NOT leave empty tape canisters open as this allows entry of dust or other tape contaminating matter.

Hang wrap-around straps in a clean area while the tape is in use.

Whenever you return a tape to its respective canister, you must ensure that a clean stopper is used.

NOTE: A stopper is a one-inch piece of foam rubber the same width as the reel (inside the flanges) and one-half-inch thick. Stoppers are used to keep the tape from unraveling once inside the canister.

Figure 2-9.\Magnetic tape being held improperly-the fingers should go through the hub hole without squeezing the flanges.

Never use rubber stoppers with wrap-around straps. The extra thickness could result in the tape being embossed (leaving a permanent imprint).

While working with tapes in canisters, canisters may be stacked for short periods of time.

NOTE: Avoid stacking more than 10 canisters, since weight can cause the canisters on the bottom to crack.

Avoid stacking tapes with wrap-around tape straps, because doing so can cause tape-edge damage.

Store magnetic tapes in a vertical position.

Always handle tape reels by the center hub, never by the flanges.

NOTE: If you happen to drop a tape reel, check it immediately for cracked flanges and the tape itself for possible edge damage.

Periodically remove and check inside the flange and hub areas of take-up reels on tape cleaning and certifying equipment for dirt or other contamination. Also check these reels (at the hub) periodically for signs of warpage or cracks. Periodically check the mounting hubs on your equipment to ensure they are tight (secure). This prevents a reel of tape from wobbling during a cleaning or certifying operation.

When you mount a tape on a device, always push in on the hub itself, never on the outer flanges.

Never touch or handle the recording surface of the tape.

Never place magnetic tape on top of equipment because of the heat generated by the equipment and because internal magnetic fields within the device may scramble recorded bits of information on the tape.

Smoking should not be allowed in working spaces where magnetic tape is being used. Smoking is never permitted while handling magnetic tape, attending to tape units, or working in the library area. Ashes may contaminate tapes, and live ashes may cause permanent damage if they come in contact with the tape.

And last, but not least, always follow the rules and procedures that have been established by your command or installation. Check your SOP manual.

Remember, anytime your library personnel are to handle magnetic media, whether it be issuing, receiving, filing, scratching, inventorying, or mailing, they need to be on the lookout for certain things. They must look for such things as tapes that are unevenly rewound, write rings that have not been removed from a newly created file, cracked tape flanges, worn tape straps, broken or cracked tape canisters, faded or peeling file identification or reel identification labels, mismatched tape reel number against tape strap number, and soon. Media with problems such as these should not be released for use or filed in the library until the problems are corrected.