> However, there is tendency to assume that once records have been committed
> to tape and filed away in either an on-site or off-site storage facility,
> they can just be forgotten about until they are needed. In fact, there are
> a number of risks associated with tape storage that businesses will have to
> be aware of, which may make them rethink whether this is always the most
> appropriate solution for long-term data storage.


Having spent a life-time in this field, this is a complex planning issue.

This is even more fraught with risk in the current environment.  If you go back 5 years you could find a specialist in almost any major market that specialized in tape vaulting.  They offered vaults that were: 1) magnetically shielded, 2) Class 125 Listed and Labeled, 3) Offered ideal ISO/ANSI specifications for storage with regard to temperature variation, stability of Relative humidity and filtration of dust and bacteria from the air.   The software tracked Volser Numbers and even the number of times the tapes were loaded and determined a remaining life span based on their activity.

The great ones had magnetically shielded cases, others offered water-tight cases if there were a concern for the vault site.  The racking was specially design to keep tapes and drive properly oriented in a vertical position to avoid unraveling of tapes and exposure of dust into the tape.

Special Munters Cargocaire desiccant dehumidifiers were used to maintain perfection on the relative humidity and stability of 2-5% over a 24 hour cycle.

With all the mergers and acquisitions, the number of tape vaulting specialists has been reduce by 60% and the sheer volume of exposure of these massive tape storage rooms is a risk set that IT is not paying attention to.  And Records Managers have not seen this as their sphere of influence.

Protecting tapes is an art form.  The Cloud does not do this at all.  Read your storage contracts on tapes and see how little liability falls on the vendor.

Ironically, the articles main fear was keeping data on tape when that information had already been deleted from the on-line archives.  So you see where their focus is.  This is the Cloud mentality.

If your offsite storage company sold their business, you should plan a visit to see where your data is. I have had corporations complain to me that when they audited the new site, they found their records boxes not even placed on shelves, still sitting on pallets.  The computer media was sitting exposed until the new vendor could find time to migrate the tapes into the vaults which can take weeks or months depending on the vendor.

They know they are safe because most records managers only come to visit at th end of the year.  This allows a lot of time to put things right.

Do you as the records manager know exactly where your materials are.  I would bet that a quick inspection tour and audit would reveal that many of you will be shocked.  The biggest consolidation of tapes and boxes in history just happened in the last few years.  Many into facilities that were unprepared for such a massive consolidation.  This is a beautiful Fall, take some time and visit your boxes and tapes and see if you are as secure as you thought you were.

Here is s simple question to determine if things are as they should be:
1) Show me the Certification on the Media Vault showing it is rated for media protection
2) Show me the temperature and humidity graphs on the vault that prove the vault interior is being held to the proper levels over the year long cycle.

Hugh Smith
FIRELOCK Fireproof Modular Vaults
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(610)  756-4440    Fax (610)  756-4134
WWW.FIRELOCK.COM
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