Tape Vaulting - UV&S

GLOSSARY

Glossary

TAPE VAULTING & MAGNETIC MEDIA STORAGE
DEFINITION:

The storage of off-site data is also known as vaulting as backups are stored in purpose built vaults. (1)

SYNONYMS:

The storage of off-site data is also known as vaulting as backups are stored in purpose built vaults. (1)

Typical Storage Media:

Over time, media storage capacities have increased while physical sizes have dramatically decreased. The following is a list of the most common formats, and is not intended to be exhaustive. For more illustrations, dimensions and specifications, click here to read PC Magazine’s online encyclopedia reference. (2)

  • QIC Tape
  • SLR Data Cartridges
  • DAT 4mm Tape
  • Exabyte 8mm Tape
  • AIT 8mm Tape
  • SAIT 1/2 Tape
  • DLT / SDLT Tape
  • IBM 3480
  • IBM 3490
  • IBM 3590 (Magstar)
  • IBM Magstar MP
  • Ultrium – LTO
  • Redwood
  • DV / MiniDV
  • DST cassette
  • DTF Cassette
  • DIR Cassette
  • Open Reel Tape 1/2″
  • Pereos Tape

 

TRANSPORTATION GUIDELINES:

Poor handling of magnetic media can lead to damage and data loss. Different media and manufacturers may have different transportation guidelines. The following is to serve as a general rule of thumb, and were gleaned from IBM 3590 guidelines (3).

Do not carry loose cartridges in a box or tray.
Carefully inspect dropped cartridges before use.
Avoid moisture and direct sunlight.
Avoid stray magnetic fields greater than 100 oersteds, such as those near high voltage cables and power supplies.
Transport with the tape reel in vertical position (like a book on end in a bookcase). They can be laid on their side, but only temporarily.
TO SHIP A CARTRIDGE:
Seal it in a moisture-proof bag, then ship in a suitable shipping container with plenty of packing material.
Consider using a container designed for cartridges, such as a Turtle brand container, manufactured by the Perm-A-Store company, contained within an overpack box.
WHEN HAND-TRANSPORTING CARTRIDGES:
Do not drop the cartridge, as it can damage the outer case, alter alignment of the reel or cause tape to slide, or damage the leader block.
Keep the reel vertical, like a book standing on a bookshelf.
Avoid temperature extremes – Do not let the tape sit in a hot vehicle for too long.
Use a container (preferably one designed for containing cartridges, like Turtle brand containers) to secure the cartridge, insulate it from temperature extremes, and protect it from accidental shock.

TYPICAL MEDIA STORAGE CRITERIA:

Click to view a summary of guidelines for magnetic media storage

 

TYPES OF BACKUPS:
  • Full Backup – All files on the system are backed up completely, on one cartridge or multiple “daisy-chained” cartridges. This uses the most storage capacity.
  • Differential Backup – Backup of only those files or pieces of data that have changed since the more recent backup. This requires less storage capacity.
  • Modified Backup – Backup of files or pieces of data that have changed since either the most recent differential or most recent full backup.
ROTATION SCHEDULES:

Attempts to maximize retention of vital data, reduce the time gap between backup and current data, and minimize cartridge costs / handling time. Following are common strategies(4), but you should create a strategy that meets your unique needs.

  • Incremental Backup – Using daily backup on 15 tapes as an example; one backup tape is used each day, providing a daily record for 15 days. On the 16th day, the first backup tape (oldest) is overwritten, and so on.
  • Grandfather-Father-Son – Defines three sets of backups; Daily, weekly, monthly for example. The daily (son) backup tapes are rotated daily, with the last day of the week being archived as the weekly (father), which are then rotated weekly until the last day of the month, when it becomes the monthly (grandfather) backup.
  • Tower of Hanoi – A more complex method using an algorithmic approach.
  • Incremented Media – A fixed group of numbered cartridges (ex. 10) is used for backing up – one each day in this example. When the 10th cartridge has been used, cartridge #1 is stored permanently. A new cartridge is added to the 9 from the previous cycle, then a new cycle is started using them. The oldest tape from the second cycle is stored permanently, another cartridge is added, and the cycle repeats.

 

ROTATION SERVICES:

Generally refers to services offered by a commercial off-site storage company. These services may include scheduled pickup of your backup tape(s), entering identifying information into a inventory database (sometimes using barcodes), placing in a secured and climate-controlled media vault, pulling backup tape(s), returning media to you for use again, and identifying the cartridge as “out”. The service can be requested as needed, or scheduled to occur automatically.

 

SECURING MAGNETIC MEDIA:

Recent news headlines underscore the need to responsibly care for corporate data and private information. Following are top considerations.

  • Proper storage conditions – Magnetic media is susceptible to temperature fluctations and levels, moisture, humidity fluctuations and levels, air pollutants, and magnetic fields. A burst water pipe, runaway heat source, HVAC failure, company fire, and uneven air flow can all be to blame.
  • Storage area construction – Aside from proper racking and physical security, critical media should be placed in a well-constructed vault. Falling ceiling, failing floors or walls, poorly placed water sources, broken windows and more should be avoided.
  • Employee theft – The storage area should be locked, with limited authorized access.
  • Encryption – Simple data encryption methods can keep sensitive information from being altered, damaged or stolen.
  • Secure transportation – Whether stored on-site or off-site, reasonable measures should be taken when transporting vital data.
  • Geographic separation – Possibly the most valuable security method, storing critical data off-site adds a layer of protection from theft, natural disaster, or vandalism. In the event of a company disaster, data tapes are pulled from off-site storage and the recovery process begins.

 

IDEAL MEDIA VAULT FEATURES:

If you can’t retrieve the data on a tape, it is useless for recovering your business. The cost of proper storage is far less than the cost of avoidable data loss or theft.

  • Proper construction – Walls are supported by foundation, not other walls. Contained within a structure, not a standalone building or portable. No water pipes, natural gas pipes, or sewer pipes within the vault. No water source above the vault.
  • Temperature / humidity control – Set to remain within acceptable limits with only minor fluctuations.
  • Fire rating – Walls, floor, ceiling and door are properly fire-rated.
  • Access – Locked entrance, with limited authorized access.
  • Geographic separation – From your company, from disaster-prone areas, from the elements.
ADDITIONAL SOURCES OF INFORMATION:

Bare Metal Data – Trade Association – www.baremetaldata.com
PRISM International – Trade association of commercial records storage industry – www.prismintl.org

Media Vaults

The Only Place For Critical Data.

Backing up to data tape is simply not enough these days. Legislation compliance and business continuity plans demand that the tape is protected, accessible, and that the data is recoverable.

Underground Vaults and Storage offers media vaults to meet those demands.

GEOGRAPHICALLY SEPARATE STORAGE
Dramatically reduces risks due to natural disaster, facility fire / disaster, employee fraud or civic unrest.

FAST ACCESS
Our wholly-owned and bonded courier fleet offers economical tape rotation services. You have 24/7/365 access to information.

PRIVATE MEDIA VAULTS
Custom media vaults are available to suit your temperature, humidity, filtration, and access needs. These provide complete privacy within our facilities.

Sources Cited: 

(1) “Off-site Data Protection.” Wikipedia, The Free Encyclopedia. 17 Sep 2006, 23:51 UTC. Wikimedia Foundation, Inc. 29 Sep 2006

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(2) “Magnetic Tape Summary” PCMAG.COM 29 Sep 2006, 08:31 UTC. The Computer Language Company, Inc. 29 Sep 2006

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(3) “IBM TotalStorage Enterprise Tape System 3590 Operator’s Guide” Sep 2004. International Business Machines Corporation.

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(4) “Backup rotation scheme.” Wikipedia, The Free Encyclopedia. 12 Jul 2006, 15:20 UTC. Wikimedia Foundation, Inc. 29 Sep 2006

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SMALL BUSINESS

Small Business

Your files are your future, whether it’s today’s spreadsheet, last year’s box of documents or a data tape from 30 years ago. Since 1959, UV&S has grown to be a world leader in secure storage. Organizations of all sizes entrust UV&S with their most prized assets, from movie studios to manufacturers, financial firms to family businesses. When it absolutely has to be safe off-site storage is the key to protecting your assets. Bad things can happen to good companies: Weather damage, water leaks, break-ins, electrical fires and worse. Our nationwide facilities offer you maximum protection from disaster, deterioration and theft. Whether they’re located in one of our aboveground or underground facilities, your assets are in a well-protected, climate- controlled area that prevents unauthorized access. We offer unlimited, secure storage space that can be customized to meet your privacy and furnishing needs. Thousands of companies worldwide trust UV&S to protect their vital assets.

OUR SMALL BUSINESS SERVICES INCLUDE:

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OIL & GAS

Data tapes on shelf

Oil and Gas Storage

The oil and gas industry has come a long way since we first began storing geological maps in the early 1960’s. Core samples, well logs, seismic data tapes; we store it all for some of the biggest energy companies in the world. Oil and gas records are more like assets than records – tremendously valuable to exploration and production. Seismic maps are data intensive, requiring massive amounts of storage. UV&S offers three unique facilities for seismic data libraries, support data, business records, maps, and core samples. We offer same day retrieval, same day shipping, and a wholly-owned transportation fleet to meet your needs for fast, secure access.

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MUSEUM ARTIFACTS

UV&S Arts and Artifacts

Museum Artifacts Storage

Every year, news reports detail instances of natural disasters, substandard storage conditions, fire, theft and vandalism. Much of the nation’s collection of art and artifacts rots in humid basements or hot warehouses, waiting for a pipe to burst. Entire collections of art, artifacts, and documents are lost or damaged. For more than 50 years, national museums and private collectors alike have trusted UV&S for the protection of their cultural treasures. Our natural underground atmosphere keeps your items cool and dry and bar-coding and inventory technology ensure constant tracking.

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MEDICAL

Medical Records Storage

At UV&S, we have more than 50 years experience storing and managing vital medical records. From patient records and data tapes to oversized x-rays and more, you can relax knowing your records are safe from the elements, filed away for easy retrieval and secure in our vault 650 feet underground. Off-site healthcare records storage offers additional efficiencies, enhanced security, and eased HIPAA compliance. Reduce storage costs, boost compliance, protect patient information and prevent electronic records loss with UV&S. We help you manage your records throughout their complete lifecycle. From the time we take possession of the files at your practice until their eventual destruction, your files never leave our possession — no third party transportation companies, no sending them through the mail. We handle legal and industry specific compliance concerns and you maintain 24/7 access with digital file transfer and a dedicated transportation fleet.

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INSURANCE

Insurance records storage

Insurance Records Storage

Your business is to hedge against potential future loss. Our job is to protect your records and data from loss due to natural disaster, man-made disaster, theft and improper storage conditions. Insurance companies understandably generate a large volume of paper records and electronic data. Actuarial statistics and probability analysis are data intensive and must be preserved. Client contracts, riders, medical information, forms and payment information are subject to privacy concerns and industry legislation. They must be protected in a way that limits legal exposure and provides efficient access. UV&S can help you meet your insurance records storage and compliance needs.

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GOVERNMENT & LEGAL

Government and Court Records Storage

Court records storage has become a specialty for UV&S. City, county, parish, state and federal departments and agencies from across the nation rely on UV&S for security, efficient records management, and preservation. Whether you are a County Clerk, a Register of Deeds, a Registrar of Voters, or a Chief Information Officer – we can help you balance the needs for compliance, public information access, and private information protection. Court clients include courthouses, district courts, probate courts, juvenile courts, public defender offices and district attorney offices. Court records stored at any of our facilities are as accessible as they would be in your own jurisdiction or district – they can be faxed, scanned and digitally transferred, shipped overnight, or transported by our wholly-owned fleet of vehicles. Clerks of Court from across the nation rely on us to provide economical and secure storage.

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FILM & SOUND

UV&S Film Storage technician

Film and Sound Archiving

A familiar phrase within the film and television industry, Send it to the Salt Mine has come to stand for incomparably secure and remarkably affordable film and sound archiving. Going underground began decades ago. Film and television studios recognized that our uniquely cool and dry atmosphere, the distance from natural disaster and metropolitan exposure, and our location 58 floors below ground, were ideal for long term archiving of movie films. We eliminated high warehouse lease rates as well as reduced labor and utility costs. Our film vaults are void of anything that challenges asset protection at surface level, including seismic activity, fires, and intrusion. We are recognized as a leader in secure storage for the motion picture and entertainment industry and have multiple locations that offer climate controlled vaults, refrigerated storage, bonded inspection and cataloging services, same day retrieval, same day shipping, and refrigerated transportation services. UV&S is a proud member of the Association of Moving Image Archivists (AMIA).

BANK

UV&S Documents

Bank Records Management

Secure bank records management is essential to meeting your auditor and customer demands. Industry legislation, such as Gramm-Leach-Bliley ACT (GLB), the Sarbanes-Oxley Act (SOX) and the Fair and Accurate Credit and Transactions Act (FACTA), combined with government regulation and oversight, create the need for a rigorous bank records management program that addresses securing private information, storing records according to an acceptable retention schedule and destroying information that has passed its retention date. At UV&S, we have served Fortune 500 companies and small community banks alike, since 1959. Our experienced staff, secure facilities and time-tested procedures are ready to help you meet those demands.

UNDERGROUND STORAGE

Disaster, Deterioration, & Deception Protection

Underground storage offers the maximum-possible security for sensitive media, critical data, important records, and vital assets. A well-planned, located and constructed underground storage facility is virtually impervious to natural and manmade disaster

Advantages Underground Storage

Hutchinson Underground Vault Storage

REFRIGERATION STORAGE

Ideal for sensitive media

UV&S offers a number of options for Refrigerated & Climate Controlled Storage where the environment is maintained at a cool, dry temperature designed to extend the life of film elements, sound recordings, microfilm, and other sensitive media. For those needing a specific storage environment , we also offer other customized storage vaults options:

Advantages Controlled Environment and Refrigerated Storage

DRAWER STORAGE

Drawer storage, for micromedia material

We offer competitively priced drawer storage for a variety of media including microfilm, microfiche, aperture cards, engineering, architectural, flat artworks and historic documents. You can choose from our selection of cabinets, or we can custom-order them on your behalf.

Advantages Drawer Storage

Microfilm

MEDIA VAULTS

The best place for critical data

Not all Media Vaults are the same, is your data in a controlled environment? Significantly reduce the risk of theft or data loss due to disaster and tape degradation by trusting UV&S. Our underground and above ground secure media vaults maintain ideal climates. Each facility is perfect for permanent data tape storage and active rotations.

Advantages Media Vaults

PRIVATE VAULTS

Maximum Customization and Security

Private Vaults are a big part of what we do. Our three underground storage facilities in Kansas, Kentucky and Missouri offer completely customized storage to meet your exacting specifications. Whether you need a 15,000 sq ft room with workstations or a 100 sq ft room with a bank vault door, we can accommodate. We offer three main options; Private Facilities, Maximum Protection Vaults, and Micro Vaults. Each meets a little different need.

Advantages Private Vaults

Storage in the United Kingdom

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The best place for your assets

In The United Kingdom

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UV&S has multiple climate-controlled vault options, including Essential Vaults, Premier Vaults, and Exclusive Vaults, along with Ambient storage in the United Kingdom.

+44 (0) 1635 230020

BOX STORAGE OFFERINGS

Any Quantity, Small to Large

UV&S offers economical boxed document storage at each facility, for clients large and small. Free up valuable space, reduce storage costs, eliminate worker’s comp risk, and get records out of harm’s way – place your boxes in our care.

Advantages Box Storage