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.
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