Methodological Competence

Systems Design Competence

different types and functions of office systems (electronic registry systems, document management systems, workflow systems, groupware systems)

systems analysis and evaluation (business function analysis, conceptual data models, systems development methodologies, flowcharts)

Figure 8: Competencies (cont.)

Facilities

The basic principle is to keep electronic records in a clean cool, dry environment with no exposure to magnetic or electrical fields (for example keep them away from electrical generators, telephone exchanges and so on). The electronic media should be stored vertically in appropriate containers. For 12-inch magnetic tape, wire shelving designed specifically for this media is available. There are storage containers for 3480 tape cartridge as well. The best way to protect the information is to have a second copy of the electronic record stored off site.

Lower temperatures and humidities will reduce the risk of having binder hydrolysis problems in tape systems (known as ‘sticky tape’ or tape shedding) and will reduce the rate of corrosion of optical formats. But even more critical to the preservation of electronic records is the absolute necessity to control and if possible avoid fluctuations in temperature and humidity. The expansion and contraction that fluctuations generate in the different components of tape and disk formats can cause their layers to permanently deform, delaminate or fracture. That is why it is so important to use environment-shielding containers when shipping electronic records during seasons of extremes.

For the same reasons, storage and work areas should not have diametrically opposed temperature and humidity conditions. Physical carriers coming from an area with a different environment should be acclimatised, that is allowed to equilibrate to the new environment prior to use. This is especially important to prevent moisture condensation when the material is transferred from a cold environment to a warmer one. As a general rule, but more specifically when we are dealing with magnetic tape formats, the physical carriers should be allowed to acclimatise for at least 24 hours, or one hour of acclimatisation for each degree celsius and each five percent relative humidity difference between two environments prior to use. If the material is in a storage container during acclimatisation, the amount of time should be doubled. Full humidity acclimatisation of a 9-track tape could take as much as eight days.

The area where electronic records are being stored should be clean and should benefit from the best housekeeping programme possible. The ideal type of storage facility is designated as a ‘clean room’. It is an area in which airborne contamination is controlled. Clean rooms are generally expensive and are subjected to strict operational and maintenance rules. Dust-generating material should never be allowed in the storage area, nor should dust be allowed to accumulate. If a ‘clean room’ cannot be constructed, the storage area, if affordable and feasible, should benefit from a positive pressure relative to adjacent rooms and hallways.

The use of chemicals to clean the storage room and its contents is not recommended. This includes all common housekeeping cleaners. When the floor requires washing, a mild dishwashing detergent can be used sparingly in clean, warm water. However, all traces of water should be removed quickly with a clean dry mop. No stripping, buffing or waxing should be allowed in the storage area. Cleaning of containers and of storage hardware should be done with non-chemically treated clean and static-free wipes. Archival material must be protected with plastic drop-sheets when overhead repair or maintenance work is performed in the area.

The storage area should be as well protected as possible against fire. Full walls and ceiling are recommended (no false ceiling). Where a fire-resistant vault cannot be implemented or where fire-insulated record containers are not within budget, then the storage area should be located far from potential fire hazards like cafeterias or stockrooms containing flammable material or substances. For the best protection, duplicate copies of records should be stored off site. Finally, if electronic records are stored in a basement, the potential for flood damage should be assessed and appropriate preventive measures taken.

If an organisation acquires computer equipment for validating and copying electronic records, it will need enough space for a server, computer monitor and tape drives. The space required could be as small as the space provided to a staff member for a workstation. The environment should also be cool and dry, since people will be handling electronic media. No food, drink or smoking should be permitted, nor should there be any chemicals in the vicinity.

However, the storage media is only part of the equation. All electronic records are created using technology that is constantly changing. Thus, even if a CD-ROM can last for fifty years, the technology of CD-ROM drive will last, probably at most, ten years. Consequently, one of the requirements for an electronic records management programme will be the planned migration of information off of the current storage medium to a new medium. The new medium will take advantage of the technology in use at the time of migration.

There are several research projects underway around the world that are exploring ways to resolve the problem of having to move electronic information to new technology. Because there are no obvious answers at present, part of any electronic records management programme must include planned migration to new media. Thus, the organisation should determine the answers to the following questions.

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  Does the institution have appropriate environmental conditions and controls to store electronic records, such as reliable air conditioning and humidity controls?
  
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  Does the institution have guaranteed access to a stable electricity supply? If the local power supply is unreliable, does the organisation have access to an uninterruptible power supply (UPS), surge protectors, generators and so on?