Media Storage Guidelines

To ensure the best archival life of your media for both short and long term data storage, we recommend that you follow these guidelines and store your tape and optical media with the care your data deserves.

Data is a valuable asset – often referred to as the “life blood” of an organisation. It needs to be protected, stored and managed with the upmost of respect and care.

When storing media DO

• Store new tapes in their original packaging until they are used – the sealed shrink wrap provides protection from dirt and debris
• Store tapes in a cool, dark place – ideally a purpose built, environmentally controlled tape/media vault which offers protection from smoke, fire and flood
• Store tape media vertically to ensure the reel axes have the correct orientation
• Keep media away from liquids, dust, smoke, moisture and exposure extreme heat or sunlight
• Ensure media rotation and periodic refreshing of the tapes – essentially exercising and retensioning of the tape every 6-12 months remove prolonged stress. A full rewind and forward cycle should alleviate any tension/stress areas
• Periodically check tapes for readability and signs of damage or deterioration. Schedule regular audits of your media holding and where the volume and holding warrants it, engage a third party specialist for a reliable and in-depth evaluation to ensure your data is not placed at risk
• For off site data storage – physically check your supplier and their premises – don’t just take their word for it. Check the environment, the security, the tracking etc. Don’t just check your supplier once only prior to signing a contract – continue to audit and check their operations periodically to ensure the level of service and environment is maintained
• Clearly identify all media with unique volser identifiers to allow for efficient tracking in the future. Incorporate tracking methods that will tell you where your media is at any point of time 
• Identify End of Life dates for the data contained on media and how long it must be retained for so a migration plan can be scheduled dependent on technology life/redundancy
• Incorporate a media migration plan with a reputable company that will give you access to the data stored on your legacy media without you having to retain relevant hardware, software and peripherals. The maintenance, physical space and personnel required to keep legacy technology available is considerable and usually not economically viable in comparison to third party solutions

When storing media DO NOT

• Store media in tape drives as this can cause damage due to orientation, heat or mechanical damage
• Retain just one copy of critical or valuable data – keep multiple copies in multiple locations 
• Retain media that has been exposed to environmental disasters or extremes – migrated the data ASAP to new media and retire the potentially damaged media immediately
• Destroy the media without destroying/erasing the data first

Recommended Media Storage Environment

Archive your cartridges within the following environment

Temperature:                                   16-25C  (59F to 77F)
Relative Humidity                            20-80%
Max. Wet Bulb Temperature          26C (80F)

SpectrumData have been using, storing and handling tape media for over a quarter of a century.   During this time, we have worked with all of the key storage vendors and manufacturers within the industry.  We've visited many of their manufacturing plants, we’ve been involved in some of their R&D programs and are often asked to “test drive” new technology prior to commercial release on the market.  This Media Handling Guide has been prepared in conjunction with our strategic partners and incorporates widely accepted “best” industry standard practices.