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71 signal which can be read using available equipment. Copying can either be to fresh tape or disk, or to some other machine-readable format such as CD-ROM. Copying to analog tape will involve some loss of image quality at every copying stage. This may be significant after as few as 2 or 3 copies. This can be overcome by copying to a digital format such as digital tape (DAT for audiotapes) or optical disk. The tape used for digital recording is no more permanent than the tape used for analog recordings but the information can be copied many times without a significant loss of quality. Computer tapes are already recorded digitally so this problem does not arise. Digital recording hardware is expensive. To minimize costs you can record initially on analog tape and then transfer to a digital medium for archiving. You should consider whether the information will need to remain on magnetic media permanently or whether a paper or microfilm format would be a better way of retaining the information. Paper-based records and microfilm will always last longer than magnetic records stored in the same condition.
72 ANNEXURE G: Handling optical storage media 1. Types of optical disk The term ‘optical disk’ is used to describe a range of disk types where the information is held in a form that is read optically, i.e. by a light source (usually laser) and photoelectric cell. There are two main types of optical disk: - Compact Disk (CD) that consist of the following types: • ROM disks contain information that cannot be changed or added to by the user (ROM stands for ‘read-only memory’). The best-known type of CD-ROM is the music compact disk, but they are also becoming popular as a replacement for print copies of large publications, such as encyclopaedias. CD-ROM disks are usually 12 cm in diameter, although other sizes have been used such as the 30 cm laser disks used for motion pictures. • WORM disks are also known as read-write optical disks (WORM stands for ‘write once read many’). They are blank when sold, and allow the user to record information on them, which cannot be removed or changed. Recording onto the disks requires dedicated hardware. They can be read in CD-ROM disk drives. Executable CD-WORM disks are disks where the programme needed to access the content of the disk is recorded on the disk itself. • Rewritable disks – are a form of optical disk technology that allow the user to record information on a disk, erase it, and replace it with new data. They are used when information is being regularly revised, edited or updated. They are also used for short-term information as they can be wiped and reused when the information is no longer needed. As with WORM disks, recording on to rewritable disks requires dedicated hardware but once this is done they can be read in CD-ROM disk drives. - Digital Versatile Disks (DVD) which is basically a 2 nd generation high density compact disk that also consist of ROM, WORM and Rewritable versions. DVD drivers are backward compatible to enable them to read CD's 2. Composition of optical disks An optical disk has a number of layers. CD-ROMs have a stable polycarbonate plastic base. The polycarbonate base is pressed out from a master mould and holds its information as a series of tiny depressions. The base layer is then covered with a thin layer of metal (usually aluminium) to make it reflective. To protect the metallic layer the whole disk is entirely sealed with a thin layer of clear polycarbonate. This laminar structure is the main source of many of the preservation problems that arise
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MANAGING ELECTRONIC RECORDS IN GOVE
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Content PREFACE ...................
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i PREFACE The increasing use of ele
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3 The Public Finance Management Act
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5 guidelines set out in this public
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7 means that it takes up very littl
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9 o identifying records that are du
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11 requirements regarding the mediu
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13 the AIIM International Standards
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15 invalidates accounting entries.
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17 While some of the records publis
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19 The National Archives and Record
Page 26 and 27: 21 electronic document management,
Page 28 and 29: 23 necessary to avoid technological
Page 30 and 31: 25 • if and e-mail is received an
Page 32 and 33: 27 records to capture of their webs
Page 34 and 35: 29 only be necessary to provide an
Page 36 and 37: 31 bodies should ensure that, even
Page 38 and 39: 33 Managing electronic records_Poli
Page 40 and 41: 35 To ensure that records remain ac
Page 42 and 43: 37 Because users have high expectat
Page 44 and 45: 39 records. Archiving Electronic re
Page 46 and 47: 41 The electronic records managemen
Page 48 and 49: 43 duplicating documents that alrea
Page 51 and 52: 46 ANNEXURE B: Digital preservation
Page 53 and 54: 48 Migration Strategy 5. Store reco
Page 55 and 56: 50 ANNEXURE C: Schedule for electro
Page 57 and 58: 52 the system. A transfer list in w
Page 59 and 60: 54 Supportive legal documents attac
Page 61 and 62: 56 ANNEXURE D: General disposal aut
Page 63 and 64: 58 Africa, EXCLUDING records contai
Page 65: 60 4.13 Security Backup Files Elect
Page 68 and 69: 63 (e) (f) (g) annotated drafts whe
Page 70 and 71: 65 - Information in a form intended
Page 72 and 73: 67 3. Deterioration of magnetic med
Page 74 and 75: 69 Floppy disks and diskettes shoul
Page 78 and 79: 73 in optical disks. WORM and rewri
Page 80 and 81: 75 Insects and rodents once attract
Page 83 and 84: 78 ANNEXURE I: Glossary Act The Nat
Page 85 and 86: 80 Electronic records Any informati
Page 87 and 88: 82 microfilm or electronic media).
Page 89 and 90: 84 Transmission data Information in
Page 91 and 92: 86 ANNEXURE J: Bibliography Aeon Ar
Page 93 and 94: 88 Kronauer, C.: Special Report SAN
Page 95: 90 Vasudeva, A.: Special Report SAN
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