Proceso constructivo vivienda

The requirements for storing records in digital form are more complex than for paper records. In order to ensure access to computerised records, both the storage media and the technology used to create the electronic record must be stable. Digital storage media (such as magnetic tape, diskette, CD-ROM or ZIP drives) do not have the longevity of paper records. Environmental conditions can adversely affect the ability to read the information stored on media. High humidity is a particular danger.

The following table summarises the general recommendations for storing records that are required for medium and long-term use. Computerised financial records should be kept according to authorised disposal schedules and to meet audit requirements; this may require some computerised records to be kept for long periods of time. As a result the following guidance for archival storage of digital materials may apply.

Short-Medium Term Storage (ie material that is still in use)

Extended Term Storage

(ie material that may not be used on a frequent basis; storage area may be separate from

drive area) Maximum Temperature (oC) Relative Humidity Range (%) Maximum Temperature (oC) Relative Humidity Range (%) 23 30-50 10-20 20-50

Computerised records need to be stored in a stable environment. The basic principle is to keep them 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. The best way to protect digital information is to have a second copy of the record stored off site.

Where possible, storage and work areas should not have markedly different temperature and humidity conditions, or if they do, tapes or disks should be acclimatised if possible to the new environment before being used. This is especially important to prevent moisture condensation when the material is transferred from a cold environment to a warmer one. As is the case with storing paper records, it can be extremely difficult to achieve a consistently stable environment, particularly in tropical climates where outside temperatures and relative humidity can be very high or countries where outside temperatures and relative humidity can be very low.

41 Part I: Facilities and Maintenance

The ideal type of storage facility is designated as a ‘clean room’ 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. The use of chemicals to clean offices, and in particular storage rooms and their contents should be discouraged. This includes all common housekeeping cleaners. Non-chemically treated clean and static-free wipes should be used to clean hardware storage containers. Materials should be protected with plastic drop-sheets when overhead repair or maintenance work is performed in the area. The offices and storage areas should be well protected against fire. Full walls and ceilings are recommended (no false ceiling). Where a fire-resistant vault or where fire-insulated record containers are not affordable, 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.

One of the requirements for a programme to manage computerised records is the planned migration of information. However, the storage media is only part of the equation. All computerised records are created using technology that is constantly changing. Thus, even if a CD-ROM can last physically for fifty years, the needed to read the information stored on it will last, probably at most, ten years. Consequently, a planned migration of information off the current storage medium to a new medium will likely be necessary. The new medium will take advantage of the technology in use at the time of migration.

The type of equipment needed to copy or migrate records depends on the medium on which the material was created and the medium to be used for present or future storage and access. The copying process should involve comparing the information recorded on the original media and the information recorded on the copy to ensure no information has been lost. It is also important to be able to validate the file by examining the metadata provided by the transferring department. The software for copying and validating electronic files can be placed on the same computer if there is enough disk space for both programs.

The hardware used for recording, playback or maintenance of the electronic records should be kept in perfect operating order. Maintenance of the equipment is a key factor for trouble- free data recovery. The manufacturer’s recommendations and maintenance schedule should be adhered to scrupulously and only qualified technicians should do repairs. Computer equipment operators should always be properly trained.

Part I: Facilities and Maintenance 42