Shipment of Media

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. 2-14