MAGNETIC TAPE AND DISKETTE DESTRUCTION

When it comes to the destruction of magnetic tape and diskettes, you will use the same techniques as hard copy material. Depending to the equipment available to you, you will shred or burn the material, depending on the classification and the type of equipment. Because of their design, some of the shredders can not be used to shred magnetic tape or diskettes. Remember to use your local standard operating procedures (SOPs) as guidance for the destruction techniques that are used at your command.

RELEASING (SCRATCHING) MAGNETIC MEDIA

As librarian, one of your many tasks may be to release (scratch) magnetic media; that is, make the media available to the computer operator for reuse. Before you release or scratch media, there are several things you should know. First, never remove a save label from a tape, disk, or diskette without the permission of the user to whom the data on the media belongs. Well, then you might ask, how does one go about getting the user's permission? There are several ways this can be accomplished: by phone, by way of an interoffice memo, or by contacting each individual in person; but the fastest and easiest way is to distribute a copy of the release report on a weekly basis. The users can annotate the files they want released and return the report to you. At that time, you can scratch the appropriate files and make the magnetic media available for reuse.

But wait, is the file you are about to scratch the same file that is listed on the release report? Good question. Before you start removing save labels, be sure that all information written on the save label agrees with what is listed on the release report. There are times when the computer operator is in a hurry to get things rolling and may accidentally place the wrong wrap-around strap on a tape, disk pack cover on the wrong disk, or attach the wrong save label to a newly created file. By performing this check, you could avoid hours of computer rerun time. Once you have determined the file to be scratched agrees with the information on the release report, you can remove the save label.

If the file to be scratched contains classified data, be sure the media is degaussed before its release unless it is to be used again for the recording of classified data of the same security level.

Next, examine the media thoroughly to be sure it is healthy (in good physical condition). Be on the lookout for the following problems:

MAGNETIC TAPE- Look for contaminants on inside and outside of flanges, tape unevenly rewound (take note of the tape unit it was created on), cracked or warped flanges, cracks around the center hub (if made of plastic), uneven tape packing (look for ripples between the layers of tape), and broken or deteriorated locking mechanisms.

MAGNETIC DISK- Look for contaminants inside and outside of the disk pack covers, cracked or broken covers (top and bottom), and damaged or warped disk platters. Be sure the locking mechanism is functioning properly.

DISKETTES (floppy disk)\Look for contaminants, primarily dust and oily marks on the outside cover.

Next, you should look at the usage and certification labels to see whether or not the tape or disk needs to be cleaned or recertified; and if so, do it.

Finally, be sure to place (insert) a write ring in the slot provided on the back side of each scratch tape. Forward the magnetic media to the computer operations area. Do not forget to follow up on the paperwork. That is, update the library master file (or database) to reflect latest status on the media.