On 9/27/06, Laura Steinberg <[log in to unmask]> wrote:
>
> I'm hoping that someone has a similar experience and has found a
> solution that works.  More of our clients are sending their documents to
> us on CDs.  Since our file system is primarily paper based, the
> attorneys and staff have been sending these CDs to the file room for
> inclusion in their matter folders.  I've already had a CD break because
> of the rough handling the files receive when they are placed on or
> removed from the shelves.  I've tried the bubble wrap mailers and hard
> plastic cases, but the CDs are still breaking.  Has anyone found a
> product that will truly protect them?
>

I'm in concert with Tod's thinking on this.  Keeping the CD with the
physical file isn't really the best idea, you're much better off having a
slip-sheet in the file that identifies a secondary location of where the
media is being kept.  Nolene's suggestion of an index document listing the
contents of the CD isn't a bad idea either, but seldom are file names
"logical" or "decipherable" as to what the document actually represents.

Aside from the basic issues of breakage and other problems you've cited, the
media itself can be damaged from direct exposure to paper or other
substances, and failure to adequately protect it could have negative impacts
on your firm.  Jesse suggested use of the adhesive pockets, but these are
not made of material that is actually "friendly" to media.  You may want to
consider some of the comments in the NIST Publication 500-252, "Care and
Handling of CDs and DVDs" for storage of material that could be considered
as evidence, and will obviously be considered as supporting documents, at
some point in a case. This publication may seem extreme, as it's intended to
library or archival storage of media, but it explains the types of damage
that can occur to media if not stored properly, and the fact that media
degrades faster if stored improperly.

Even stored in keeping with manufacturer's recommendations (in jewel cases,
up[right, without any labels attached to the surface or writing directly on
the surface, at stable temperatures and humidities, away form excess light
and dust, etc.) the general consensus is that after 5-7 years, the contents
are suspect.  And that doesn't take into account the potential obsolescence
of hardware. etc. used to provide access to the contents.

Larry

-- 
Larry Medina
Danville, CA
RIM Professional since 1972

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