Hardware and data security is of extreme importance to people and companies. Security for the electronic records created, used, and stored on computer systems is an important issue and a responsibility of the Records Management Coordinators in addition to the Information Technology Managers.Media and file types must provide a reliable and stable repository for the authentic record to be preserved and accessible by using current equipment, methods and/or technology, consistent with the DGS “Specifications for Electronic Record Management Software.” Because media and file types vary widely, a migration strategy should establish a schedule for each media and file type individually, e.g., WordPerfect files might require review and migration to current word-processing software within four years from the date created.Magnetic media, commonly used for storage of state records, include hard disks, diskettes (floppy disks), and magnetic tape (cartridges).Environmental Considerations The effects of environmental conditions, e.g., humidity, temperature, and cleanliness--on electronic recordskeeping and information processing system components are a security concern because of the potential loss or alteration of records maintained electronically.Read/write optical disk systems provide a supplement, complement, or alternative to magnetic storage media in a broad spectrum of data and document storage applications.Not only must records be backed up and stored, but agencies must also have copies of current versions of application software for essential systems and up-to-date operations manuals, system documentation, program documentation, and operating system tapes or disks.Almost as important as regular backups is labeling backup media accurately so that the following information is available for system restoration: • Name of the organizational unit responsible for the records.Therefore, electronic records should be periodically migrated to stable media and stable file types within an organization’s overall records management plan.Planned Backup of Electronic Records With or without an Electronic Recordskeeping System, agencies will need to ensure that the records have been protected from disaster.If records are earmarked by the Secretary of State (via approved records retention schedules) have been migrated to a different media and/or file type, and the old media containing the records is no longer needed, the media and its contents should be made available to the California State Archives.27 CARE OF STORAGE MEDIA AND TRANSMISSION SYSTEMS How electronic records should be stored depends on their use.Part of the disaster recovery plan will be the planned backup of agency electronic records.
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Hard Drive Recovery is one of the most important things that can be done to your computer. This is the process of attempting to recover and salvage failed, corrupted, damaged, or secondary storage media that is unable to be accessed as it would normally or regulary be able to. The data that is attempted to be recovered comes from storage media such as CDs, hard disk drives, various electronics and storage tapes.
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