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Dear Friend,
At DocuSafe we are concerned about the integrity of your media not only when in storage here at our facility but also in transport to and from. Did you know that the types of containers you use to pack tapes and disks for storage can impact the integrity of the data?
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Why Media Data Integrity is More Important than Ever
Data recorded in a digital format, typically on tapes or hard drives, requires specialized care in order to ensure that no data is lost between the time it is written and the time it is read (i.e. during transport or storage.) Protecting your data media during transport is both more important and more difficult than ever:
- Each tape or disk holds more information and therefore is more valuable.
- The data is packed closer together on the tape or disk so the same amount of physical damage causes more data to be lost.
- Regulations are raising the stakes for companies in their responsibility to provide and protect information.
The Main Culprits
The culprits that cause damage to media during transport and storage have not changed over the years and include:
- Physical damage to the recording media: On tapes this usually occurs at the edges of the tape from shock or impact. Loss of data can be caused by a crease in the edge of a tape resulting from dropping the tape or by storing it flat as opposed to vertically. For disks, physical damage usually occurs on the surface of the disk, again from shock or impact.
- Debris from foreign contaminants such as dust, cardboard, paper, etc.: Tapes are most susceptible to outside contaminants when placed in an environment where these are present. Drives are less prone to this type of damage because they are sealed.
- Changes in temperature and humidity: Each tape type will have slightly different temperature and humidity ranges for short term and long term storage. Temperatures between 50 degrees and 90 degrees Fahrenheit are nearly always acceptable. Hard drives are somewhat less sensitive to changes in temperature and humidity but must be kept from significant extremes.
A Measurable Difference in Tape Performance
Our clients report that changing to properly designed containers to transport tapes offsite significantly reduced the number of errors experienced and reported by their tape management software. This demonstrates that care and handling make a measurable difference in actual practice. Here at DocuSafe we insist on proper containers for the transport of your media, and we will not accept media that is loose or improperly prepared for transport.
Proper containers protect your media from the following key damage threats:
Tapes:
- Prevents shaking and rattling
- Absorbs shock from impact - reducing shock to tapes like a crumple zone in an automobile protects the people in the vehicle
- Stores the tapes in a vertical orientation so that they can never lay flat
- Free of debris generating agents
- Lockable
Hard Drives:
- Prevents shaking and rattling
- Cushions against shock from impact
- Anti-static
- Free of debris generating agents
- Lockable
Protect Your Media with Proper Containers
Using properly designed containers is the best way to care for your data media and ensure that the integrity of your data is protected. DocuSafe offers the following top-notch media storage and transport containers to our clients:
 | A. DLT Tapes ( 20 Capacity )
B. 8MM Tapes ( 20 Capacity )
C. LTO Tapes ( 10 Capacity )
Note: Many Other Sizes and Capacities are Available |
Protect the integrity of your data with these state-of-the-art transport and storage containers. Contact DocuSafe today to arrange container rental and get 1 year FREE rental on your 1st container, now through June 30th.
Best Regards,
Marvin Parker
General Manager
DocuSafe Data and Records Management
P: 609-223-8532
F: 609-259-8291
mparker@docusafe.com
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DocuSafe's General Manager, Marvin Parker, offers the following tips: |
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Tip #1: Tired of Hand-Keying Barcodes?
Tired of hand-keying your barcodes when doing data entry online? With DocuSafe's ActiveWeb system you can use a PC-attached barcode scanner to instantly and accurately locate a box record with no typing. Then just perform your data entry and click save/update. You can use any keyboard wedge scanner - even a wireless one. They can be purchased online from any computer retailer, or you can purchase one through DocuSafe. Call customer service for assistance.
Tip #2: Track Records Onsite
DocuSafe's ActiveWeb system now allows you to track records onsite at your offices before you send them offsite to us. You can check records out to users within your company, and then check them back into your file room when the user returns them. If you track many records within your offices, you can also set up specific locations and scan your boxes to those locations with a PC-attached barcode scanner. Need help getting started? Give customer service a call.
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- Epsilon Data Breach: Liability is still unclear as investigation continues into the April 1st breach of Epsilon's customer database.
Click here to read more.
- Amazon's Cloud Computing Crash: The April 21st crash of Amazon's cloud computing service affect big players, bringing down their sites despite having back-up systems in place. To read more, follow this link.
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- PRISM Conference: Marvin Parker, General Manager of DocuSafe, will be attending the 31st Annual PRISM conference in Miami, Florida this month. The conference always provides learning opportunities for the attendees and this year is especially important. With the changing laws regarding how corporate documents must be protected and properly preserved it is doubly important that DocuSafe be up-to-date with the regulations. Privacy laws and regulations are dramatically changing the risk profile of the records and information management businesses, while at the same time raising our client's expectations and standards. Look for Marvin's report about the conference in the next edition of this newsletter.
- Standard Operating Procedures Complete: DocuSafe has been committed to excellence since it was founded twenty-five years ago. In response to the growing number of pharmaceutical and financial clients on our roster, DocuSafe undertook a rigorous internal project to document Standard Operating Procedures (SOP's) for every aspect of our business. These SOPs are invaluable in the auditing process through which our financial and pharmaceutical clients evaluate us each year, but also ensure for all clients consistent, documented procedures, security and training in all aspects of our business. We are very proud that our pharmaceutical clients have given our SOP's highest marks and that we now have a tested and certified SOP program that meets all of their audit requirements.
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