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. LIBRARY  MANAGEMENT In addition to performing library functions, you will need  to  consider  other  areas  of  library  management. These   include   protection   and   storage   of   media, maintaining   a   proper   physical   environment, management   of   classified   media   and   materials, magnetic  media  administrative  duties,  tape  retention, and  disaster/off-site  backup.  You  will  learn  about  these management areas in this topic. STORAGE OF MAGNETIC MEDIA Data  is  one  of  your  installation’s  most  valuable assets,  and,  as  the  librarian,  you  are  responsible  and accountable  for  its  protection.  You  must  protect  it  from a  number  of  things.  The  data  that  is  recorded  on magnetic   media   must   be   protected   from   theft, unauthorized  access  by  individuals,  destruction  by  fire, flooding,  contamination,  accidental  overwrite,  and  so on. The key words here are protection and security, not only of the media but also of the library spaces as well. The  library  must  be  theftproof.  It  should  be  of vault-type  construction,  with  no  windows  and  with cypher  locks  (or  their  equivalent)  on  the  doors. Personnel access must be closely controlled. You must follow  proper  procedures  to  ensure  that  material entering or leaving the library is controlled. You should be aware of the fact that security means more than the loss of data through theft or sabotage. If the user cannot depend on the data, as recorded on magnetic media and . retrieved   from   the   library,   then   the   entire   library becomes worthless. Regardless of the classification of 2-21