Most CEOs leave their data archiving tasks to their IT departments, believing that technology can ensure the safe and secure storage of data. However, Paul Mullon, marketing director of Metrofile, warns that simply storing data on tape or optical disc is no guarantee that it will be there in a few years` time.
The first golden rule of backup is restorability. It does not matter how much time or effort goes into backing up business data or how much money is spent on the latest tape, disk or optical equipment; if the data can`t be restored reliably and within an acceptable timeframe, the backup hardware and software is useless.
Far from the days when a tape archiving system was an acceptable tool to save business data just in case something went wrong, new legislation demands that mountains of electronic information need to be archived on a regular basis along with paper records. More than simply storing data, companies also have to ensure they can retrieve this data in a reasonable time when requested, and that they can prove it has not been tampered with in the archiving, storage or retrieval process.
The catch is that this data must be readily available for years, even decades, in certain industries. Given the regular refresh times for technology, persons responsible for archiving need to ensure they have the equipment necessary to read the information for years into the future. Of course, ensuring their media of choice is still readable and has not become corrupted is another issue.
Is optical forever?
Many companies, especially smaller ones, seem to believe that using modern CD-recordable discs or DVDs to back up data is the answer as the technology is more modern and also much easier to handle than tape. These optical discs can handle the task both in terms of being able to store large quantities of data and retrieve it quickly from any computer with a CD or DVD reader. They also do not take up much space, making for easier storage.
Unfortunately, while most people think data on an optical disc is stored forever, recent studies show that even these technologies deteriorate and could lose data within a few years. The most common fault is the degradation of the thin layer of lacquer that protects the aluminium layer that reflects the light of the player`s laser.
DVDs are generally tougher because the data layer(s) are better hidden from the world in the middle of two layers of plastic. Yet even DVDs have problems as, under certain conditions the glue holding the layers together can decay and lose its grip, leaving at best some data unreadable and at worst a useless disc.
The biggest culprit behind optical discs losing data, however, is bad handling. For example, CDs may look indestructible and most people think nothing of packing two or more disks into one case. However, harsh treatment, wrong stacking or simply allowing discs to rub against each other can cause problems. To protect optical discs for the long-term, they should be stored vertically, in a cool, dry place and only handled by the edges.
A new, old-fashioned solution
Of course, one can`t write off all technologies because of the potential of data loss. However, one older technology is perfect to safely and securely store business records and easily retrieve them when needed. While perhaps not on the bleeding edge of technology, microfilm is an effective and reliable archiving solution.
Converting records to microfilm, storing enormous amounts of data as well as retrieving it is a simple operation. The equipment needed is also readily available and will not change every three years as happens with IT systems. Additionally, apart from disasters such as fire, fingerprints are potentially the most dangerous threats to microfilm.
Most importantly, microfilm takes up very little space and can easily be duplicated and stored in multiple locations. Even companies dispersed nationally or globally can make use of a centralised microfilm archive. Data can easily be converted and stored. When required, the documents can be digitised back to an electronic format and transferred to the requesting person as an image. With an advanced management system, the conversion, storage and retrieval could be handled with the minimum of fuss and delay.
Many people assume the latest technology is the only possible solution when facing long-term archiving issues. Perhaps a better option is to look at what works and is capable of delivering what business and the law requires without an oversized cash outlay and excessive training requirements. While there may be faster and more modern archiving and retrieval solutions available, one should not forget that microfilm has stood the test of time and proved its reliability, not to mention its cost-effectiveness in all corporations of all sizes. Sometimes the test of time is a better choice than the latest technology.
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Metrofile is the South African market leader in the management of business documents, and is committed to help customers reduce costs and improve productivity in processes that are centred on documents and corporate records.
All companies have a combination of paper and electronic documents, and are forced by law and customer requirements to secure the availability of the documents for the duration of their lifecycle. For most organisations, the volume of documents is growing at an exponential rate, and is becoming increasingly difficult to manage.
Metrofile is uniquely positioned to provide consulting and implementation of full lifecycle paper and electronic records management solutions from storage and conversion through to destruction.
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