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Storage, Handling, and Preservation Best Practices

Storage, Handling, and Preservation Best Practices. Preservation time frame: Short term Medium term Long term. Deterioration Of Magnetic Medium. Komposisi media magnetik : Magnetic recording material Substrate Binder. Magnetic Particle Instabilities

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Storage, Handling, and Preservation Best Practices

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  1. Storage, Handling, and Preservation Best Practices

  2. Preservation time frame: • Short term • Medium term • Long term

  3. Deterioration Of Magnetic Medium • Komposisi media magnetik: • Magnetic recording material • Substrate • Binder

  4. Magnetic Particle Instabilities • Partikelmagnetikmenyimpaninformasiberdasarkanperubahanmedan magnet. • Store the magnetic media in cooler temp

  5. Substrate Deformation • Made of polyester film • Problem: Stress, aging, and improper rewinding • Store tapes in constant temp preventing it from expands and contracts

  6. Binder Degradation • Binder menahanpartikelmagnetikpada tape danmemfasilitasi tape transport. • Subject to Hydrolysis • Loss of lubricants

  7. Optical Media?

  8. Recommended Storage • Store magnetic tape in clean, controlled environment • 65 degrees Fahrenheit plus minus 3 degrees • Humidity 40% plus minus 5% • Two type of Storages: • Access • Archival

  9. Lower temp slows rate of decomposition • Lower humidity reduces binder hydrolysis (tape), and corrosion (tape/optical) • Stable temp and humidity reduce stress • Removing dust and debris, prevent loss of signal

  10. Proper Care and Handling • Four term for media renewal: • Reformatting (ex. From EDCDIC to ASCII) • Copying (ex. 3480 tape to 3480 tape) • Converting (ex. 3gp to mpg) • Migrating (wordstar to microsoft word)

  11. Guide to the Care and Handling of Magnetic Tape • Tape should be handled only in no smoking, no food, clean areas • Do not put tape on the floor • Do not drop or subject tape to sudden shock • Keep tape away from magnetic fields • Tape storage areas should be cool and dry • Store vertically • Use high quality cassettes, boxes and containers • Return tape to the containers when not used • Do not use general purpose adhesive tape • Minimize tape handling • Do not taouch the tape surface unless necessary • Clean the tape path thoroughly • Avoid contact with water

  12. Preservation File Formats • Many organization are turning to formats popular on the WWW • HTML • XML • PDF

  13. HTML • Wide avialability and potentioan for ongoing support. XML • Extensible Markup Language. • Universal format for structured document and data • Ex spreadsheet, address books, technical drawing, etc

  14. PDF • Adobe Portable Document Format (PDF) • Universal format that preserves all of the fonts, formatting, colors, and graphics.

  15. Four keys to maximizing the longevity of digital information: • Choose the most stable technology • Choose the most stable format • Store record in the best environment possible • Implement proper care and handling procedures

  16. Other Preservation Best Practices • European Union • 1996, organized jointly by the member States of the European Union and the European Commision in Brussels. • 4 stages organizations transition from paper to electronic document: • The traditional office, based on paper • A mixed office, paper and electronic • The conversion of paper using scanner • Entirely electronic office

  17. State of New York • Result was a publication in January 1999 “Practical Tools for Electronic Records Management and Preservation” • Team defined 3 functional requirements for electronic records: • Record Capture • Record Maintenance and Accessibility • System Reliability

  18. Digital Media Migration • Typically, devices and media are replaced by better ones within a few years • They then become obsolete, since for lack of financial incentives their production and maintenance are discontinued • Soon, effort is required to connect the unsupported devices to up-to-date computers • Ex. migrate punch cards containing sociological research data into a hardware and software independent format

  19. Refreshing Digital Media • create a perfect replica without changing either the format or a single bit of the content. • Refreshing is a preventive action taken in order to avoid losses of information due to physical effects, like de-magnetization of tapes.

  20. Migration to Other Digital Media • copies data between media that are of different physical, but of the same logical structure, is called replication. An example would be migration between a hard disk and a USB stick

  21. Migration to NondigitalMedia • the most common and widely used strategies for long-term preservation • Unfortunately, paper and microfilm are not suitable for complex and compound documents such as databases, videos, or hypertexts. There is no direct way to transfer these data to nondigital media adequately • same is true for spreadsheets and other computationally enhanced documents.

  22. Migration by Transformation • content migration • Transforms documents into standard formats supported by current application programs. • compress the data in order to save storage (using, for instance, a zip program).

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