The Global Record

E-Waste: What the Future Holds

Offsite Data Protection for the Members of the European Economic Community (EEC)

Media Management in JapanBefore and After the Disaster

Customer Service is Crucialin an Economic Downturn

News and Views for Clients and Friends of Crown Records Management Issue 1 2012

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SUBSCRIBE • READ PAST ISSUES • SUBMIT FEEDBACKCopyright © 2012 Crown Records Management. All Rights Reserved.

Crown Records Management serves large and small corporations around the world. The company’s services include storage of hard copies and electronic business information, scanning, imaging, data conversion, data hosting and confidential waste destruction services. Crown Records Management is a division of the Crown Worldwide Group which serves customers from over 250 locations in almost 60 countries. Crown Worldwide Group’s other divisions include Crown Relocations, Crown Fine Arts, Crown Logistics and Crown Wine Cellars. Established in 1965, the Crown Worldwide Group is a privately held company with global headquarters in Hong Kong. Crown Records Management’s website is www.crownrms.com.

David MuirExecutive Vice PresidentCrown Worldwide

crownrms.com

Table of ContentsInformation management continues to move up on the agenda of corporations, governments and institutions as the ‘compliance’ word penetrates even the most remote locations in the world. Risk professionals demand more accountability internally, and in turn, higher standards of their suppliers. Whether hard copy, tapes or digital, we are all having to raise our game with safety and security as top priorities.

Raising the game comes at a real cost, whether complying with regulations such as higher fire protection in buildings or stronger firewalls to protect the data. This comes at a time when procurement professionals are being urged to reduce costs and leverage purchasing power regionally or even globally. The issue is a real dilemma for the information management industry as well as the front line users of our services. ‘More for less’ meets ‘compliance and risk’ head on!

As a company that invests heavily in both our properties and information technology (IT) systems to provide a true global solution, we are highly aware of the investment needed to continuously upgrade and meet or exceed the highest standards in each market. The USA may have the toughest fire protection standard, but the European Union lead the way in Data Privacy legislation. We are driven to remain competitive, but must also stay profitable to provide you, our clients, with a world class service and standard.

Enjoy this issue of the Record, and let’s spare a thought for those staff who have worked in some tough environments in recent times, particularly Japan, Thailand, Philippines, New Zealand and the Middle East. We applaud their professionalism and loyalty in helping Crown take care of business and our clients.

View From The BoardMedia Management in Japan 3Before and After the Disaster

Offsite Data Protection for the Members 4of the European Economic Community (EEC)

Customer Service is Crucial Especially 6in an Economic Downturn

Asia Records Management and 8Its Changing Trends

Reducing Paper Usage in the Office 10

RMWeb: How the RMWeb Tool Has Benefited 11 Clients in Malaysia

Records Management Trends in Europe 12

Turtle Cases 14The Importance of Taking Care of Your Media

E-Waste: What the Future Holds 15

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The Global Recordis published inKuala Lumpur,Malaysia

Editors Paddy KaroonyavanichMiriam Bauer

Writers Soorjaneel ChaterjieSammy FongShinki FujimotoGary GanChantale LecapTony MeikleReuben NayagamRike RivannyShannon TanWyman TanRichard ThiagarajIwan Turner

Graphic Designer Nur Ashikin binti Abdul Wahab




2 The Global Record Issue 1 2012

Case of Prospect 1 :Prior to the disaster, I was involved in a business negotiation with a potential client in Japan. They visited our facility in February to discuss their final decision that required a contract to request for record storage use of our Tokyo facility, rotating in at a daily or weekly interval. The final contract was not yet signed when the earthquake occurred.

Subsequently, I contacted the person in charge. He informed me that their policy had changed. Their Asia headquarters asked them to use their Osaka office, located 500km (or 310 miles) from Tokyo for data storage. The decision maker thought that the Osaka office would be safer than any other warehouse in Tokyo. Eventually, they followed through and utilized their Osaka office as their media tapesstorage facility.

Case of Prospect 2 :I received an inquiry from an employee who worked for an international law firm in Singapore. During our video conference, the customer wanted to start media rotation in Japan. The company kept backup tapes in their office vault, but felt it was necessary to outsource to a company with a global footprint, expertise, secured, state-of-the-art facilities and resources such as Crown to help protect their valuable data. Crown won the account during the video conference.

Case of Prospect 3: An IT Manager was looking for a media management service provider that best fit with his compliance requirements. He researched services and prices of some leading service providers in Japan, but discovered that they were all similar. In looking at other factors influencing his decision, one of his requirements was that tapes must be sent to Hong Kong immediately if a disaster occurred. With the unique requirement that excluded many record vendors, Crown and its global footprint proved to be an ideal match since it has a facility near the airport where the customer’s headquarters is located. Unfortunately, there was no shipping service available from the airport. Crown alternatively offered an option of using a respected air courier service and explained the efficient same-day shipping and pick-up services it could offer to solve their problems and meet the important requirement by the client. Crown won the business.

The true effectiveness of disaster recovery plans can be tested only when companies are actually faced with the unfortunate events. It is, however, necessary to have the best plan in place to protect a company from losing valuable information and resulting in disastrous consequences. Selecting the right records management service provider is crucial to a company’s survival after a disaster strikes. The criteria for considerations should include:• capabilities and global footprint • level of expertise in the field• secured, state-of-the-art facilities • resources to support its customersCrown is among the very few records management companies that can offer the services such as moving tapes from Japan to Hong Kong or to other countries. We can offer alternative shipping methods to be more efficient and alleviate the difficult circumstances. In addition to all of the above reasons and our customer-oriented approach, disastrous consequences can be avoided with the use of the right records management company, such as Crown.

Following the catastrophic earthquake this year, I received inquiries from prospects regarding media storage. This article illustrates how customers’ attitudes toward disaster recovery plans have changed before and afterthe earthquake.

On March 11, 2011 at 2:46 p.m., I felt the ground shake outside of the Shinjuku station on my way back to the Tokyo office where I had just finished a meeting. Once I arrived home, I learned from TV news reports that there were 247 aftershocks. Fifty-three of these aftershocks had a magnitude of 6.0. The effects on the records management industry after this disastrous event took place can be seen in the following cases.

Media Management in JapanBefore and After the DisasterWritten by: Shinki Fujimoto

Shinki FujimotoCorporate Sales ManagerCrown [email protected]

Conclusion




3The Global Record Issue 1 2012

All members of the European Economic Community (EEC) are governed under the same law concerning data protection and disaster recovery. Nevertheless, you will find discrepancies in terms of offsite data protection policies among various businesses within the EEC, whether it requires online back up or external physical storage of important data.

The decision to use an offsite data protection solution from a third party service provider is driven by various factors in Europe. In France, nearly 40 years ago, the first economic institution that decided to have a copy of its data offsite was a bank. This was driven by a strike that occurred in the Information Technology (IT) room. In the south of France, the offsite data protection decision was originally made mainly to mitigate the risk of fire and flood. More recently, the French government has passed a law that enforces offsite data protection and requires disaster recovery plans for all public institutions.

The UK market’s decisions have been influenced by American companies with European headquarters. These companies have shown greater willingness to cooperate and comply. The regulations cover the entire country, not only

the cities which host higher numbers of global companies such as London.

Metropolitan cities in Europe such as Paris, Rome and London are more prone to urban violence, such as riots and strikes. These political and sociological disturbances have significant effects on business operations, particularly those of small and medium-sized companies. Traditionally, these entities were less sensitive to IT security and had a difficult time recovering from such unrests. Data protection and disaster recovery plans, although proven to be crucial to their survival after such events, were not always deemed so for these smaller companies. With changing regulations and economic trends, they are now forced to examine and implement such plans for compliance, business operation and sales purposes.

Geneva, Switzerland

Offsite Data Protection for the Membersof the European Economic Community (EEC)

Written by: Chantale Lecap





In Switzerland, the decisions of the country’s businesses to outsource their data protection to a third party service provider evolved very slowly. This was due to the fact that the need was originally deemed insignificant. Most business buildings in the country contained bomb cells that were used to keep their most valuable information. In addition, the influence from the banking sector, which was heavily driven by the obsession of confidentiality, was very strong and affected other businesses’ views on outsourcing their data protection. Currently, the businesses in the country are more open to outsourcing, but the preferences are given to professional Swiss records management firms.

In Italy, as most of the larger companies have fully outsourced their IT functions to international IT corporations such as IBM and Hewlett-Packard, the decisions to use external service providers for data protection and disaster recovery were not made directly by the country’s businesses but rather their IT providers. In other business sectors, i.e., banking, insurance, etc., managing it in-house is still a common practice and a preferred business choice.

Outsourcing has never been a strong tendency in Germany. It mainly started when a large bank signed a contract to outsource its IT functions including its backup data protection solution. Businesses still preferred to manage it in-house, but this is a changing trend.

Other European countries that have hosted very few international corporations would mainly continue to manage the function in-house and, as a result, have less offsite data protection providers. In addition to each country’s laws and regulations, an important factor influencing the decision for a business to implement a disaster recovery plan and use an established service provider is the pressure from its important customers to prove continuity of its services. This factor has forced some companies to have solutions in place to protect their data, and was particularly the case for the European car industry with their Japanese counterpart.

In this world economy, the trend will continue to evolve. Whether a company is ISO 27001 or ISO 2000 certified, or coming from other standards, strong governmental regulations and globalization of businesses will finally erase geographical and political differences and boundaries in terms of data protection.

Milan, Italy

Manchester, UK





In this time of economic turmoil, companies can’t afford to lose customers through substandard service and support. The results of a business-to-business (B2B) series of customer service surveys conducted by a global management consulting firm illustrate fault lines between disgruntled buyers and bewildered sellers.

Consider a recent development in the global electronics and communications industries, providing equipment and services respectively. Last year, an astonishing 30 percent of their clients switched vendors due to poor customer service, costing on average, US$ 15 million for each vendor in lost business.

The Survey Series’ Disturbing ResultsThe surveys showed similar customer service trends that B2B customer support is plagued by disloyalty and disconnects. In striving to be the best in the industry, Crown has sharpened its focus on improving the customer experience.

Many survey findings show an alarmingly high number of companies, particularly in the high tech industry, that offer free services to their clients without knowing their own company’s service offering scope. The result: some 28% of the customer support they gave away last year should have been paid for by the recipients.

Another survey result showed the level of service delivery was being misperceived. Most businesses rate their own service quality much higher than their customers do. Many fail to deliver the support in the areas in which their customers value the most. All too often, the outcome is lost business.

Customer Service is CrucialEspecially in an Economic DownturnWritten by: Soorjaneel Chaterjie





Obstacles to Better Service

Despite the differences, service provider survey participants shared similar viewpoints. The three main reasons preventing the delivery of superior services were:

• Unavailability of supporting technology • Lack of highly trained personnel and resources• Undefined support processes. No guidelines or measurements in place

Superior services will result in higher customer loyalty. Most providers agreed on two important factors influencing the customers’ judgment on the level of service delivered. They are:

1. Quality and competency of service personnel2. Ability to address the problem on the first call or e-mail

Possible SolutionsBecome a customer-oriented company, with the mission to deliver the best customer experience. Crown has embedded this value in all of its employeesImprove first-call or first e-mail problem resolutionCreate strict guidelines on how to respond to customers and train customer service managers and team members Share customer-related knowledge and expectations to all team members who have any contact with customersBoost overall customer experience with technological capability or any tools that can help the customers receive better and more effective servicesImplement service and customer satisfaction measurement systems or analytical tools to reduce mismatched perception and improve service quality





In the past, records management was often viewed as unnecessary or low in business priorities. Increasing demands for effective management of records, protection of vital information and rising non-compliant issues have confirmed the need for better systems. Companies in Indonesia, Singapore and China, have adapted to changes in records management trends.

The style and form of records management is constantly changing with business growth and storage efficiency. In the past, Hong Kong and China businesses used what was called a box management (BM) system. This system referred to a certain number of files packed into the same box for storage. As the needs continue to grow and business operation requirements continues to evolve, companies move their records management style to a file management (FM) system. The dynamic change in style in the region predominantly originates from the clients in banking, insurance and finance industries since the early 2000s.

The FM system outrivaled its predecessor in six unique ways; file retrieval, space occupation, document conversion, document transportation, confidentiality and company profit.

In the past, retrieving a record file using the BM system took a long time. Boxes were searched to locate the one specific file. With the FM system, file retrieval speed is enhanced since the system breaks files down into their appropriate functional units. Companies now can sort and store records using this systematic and detailed sorting and storing principle and quickly retrieve what they need.

Asia Records Managementand Its Changing Trends

HONG KONG/CHINA: From Box to File Management Written by: Sammy Fong

Records management trends in Hong Kong and China are constantly changing. From managing everything in boxes in-house, the region’s growing economy and increasing resource limitations demand a change in the ways in which records are being managed. Finding more cost efficient and operationally effective ways including: outsourcing to companies specialized in records management such as Crown, moving away from box to file management and increasing use of off-site digital backup media are now becoming the norm.

In terms of space occupation, storing and managing business information unit by unit, as in the principle of file management, allows for more available space for other usage. With the BM system, a certain standard file size is required for use with each box even though it is not fully packed. Due to such inefficiency, Hong Kong’s space limitation and elevated rental costs, outsourcing file management is one of the most viable solutions for companies in the region.

Records management is not restricted to only hard copy storage. Many companies also require electronic copies for their records to convert documents from paper format to e-format. If data is managed file by file, the conversion process is more effective than by box. Companies can

convert data bit by bit and don’t need to manage a large amount at the same time. With the BM system, the amount of data stored in one box is much larger than what is stored in a file unit. In other words, companies need to manage more data at one time.

The FM system speeds up time required to pass a “needed file” to a customer instead of sending a whole box. From a service provider’s perspective, transportation cost can also be minimized and carbon footprint can be reduced.

As one of the most important criterion for selecting a records management company, a FM system must be used to enhance the level of confidentiality and data protection. Given the fact that documents and files can easily fall into the wrong hands, society now demands higher standards for accuracy and availability of content. Disastrous and costly consequences can be the result of improper handling of data.

By using file management services, the amount of data being unpacked each time can be reduced. Since less data is being exposed, higher confidentiality levels can be ensured for the clients.





Indonesia’s awareness of records management can be dated back to Dutch colonial rule in 1892 when a land archive was built to store important documents. Upon gaining independence after World War I, the Indonesian government took over the land. The original copy of an important historical document called, “Supersemar”, the Indonesian abbreviation for Surat Perintah Sebelas Maret (Order of March the Eleventh), signed in 1966 by Soekarno, the first president of Indonesia, was missing and never found. Learning from past experience, Indonesia continues to develop a better system to protect and store information today and for the future.

Indonesia has had an impressive record of economic and industrial growth in the past two decades.Companies realized that implementing an effective records management system, including outsourcing to companies such as Crown, is crucial to their success in the following ways:

• Records preservation is important to business operations and is required to comply with Indonesia’s record retention law.• Monitoring and updating a record keeping system will ensure that their record keeping, financial and operational needs are continuously evaluated and monitored, which will allow for improvements.• Rental and operating costs can be reduced by outsourcing. There is no need to rent additional space for record keeping. • Efficiency and productivity will be enhanced from less time spent searching for files.• Vital information is better safeguarded via state-of-the-art facilitates that specialized records management companies can provide.

Crown Records Management has helped shape, and significantly impacted, the growth of records management in Indonesia for the past 25 years and will continue to be a major player in the Indonesian records management industry.

INDONESIA:Historical and Contemporary Needs for Records Management Written by: Rike Rivanny

Singapore has a strong market for records management services, better known as, ‘off-site vaulting’ or ‘off-site storage of information’. Most Information Technology (IT) professionals understand the importance of using records storage in the form of backup tapes. The main reasons are to fulfill and comply with certain audit and

legislative requirements, e.g., Internal audit, Sarbarnes-Oxley Act (SOX), etc., and to prevent a total loss of IT information due to disasters.

Singapore is a mature market for media management and has a high barrier of entry due to strong competition from existing records management companies that are often seen as rigid, inflexible and expensive. In selecting off-site information storage vendors, common questions should be asked:

• Environmental questions: Is the site safe from environmental disasters? For example, if you are located in an earthquake zone, will your off-site provider be able to remain in operation after an earthquake? Other environmental issues to consider include: controlled humidity, proper fire protection capabilities, and other areas related to keeping your backup tapes safe and viable.

• Security questions: Will the tapes be secured? Have the employees handling the tapes been screened via an acceptable background check system? Can the tapes be tracked at all times?

• Service offering questions - Does the provider offer a variety of schedules for picking up and returning the tapes?

Some of the benefits of choosing Crown over the competition include:

• Controlled storage management; 24/7 operation, with efficient and technologically advanced barcode tape tracking system

• GPS-equipped fleet to maintain tracking ability and accountability even during transit

• Ability to manage the entire life cycle of a media tape, from providing a new tape, its periodic health check and upgrades of technology, to final destruction

• Tightly managed schedules of collection and return dates of every tape in advance for one year

• Competitive pricing due to a different pricing method than the prominent competitors. Their charges can be costly.

Future Trend and Possible Effects on the Records Management Industry:

The technological trend of “Cloud” computing, which allows companies to store their data over the internet, may not likely change the face of records management in the short term. Large corporations or financial institutions will unlikely opt to store their critical data over the internet at this stage. Backing up data into tape media, although appearing almost primitive, is still the most reliable and trustworthy method preferred by corporations and institutions.

SINGAPORE’s Growing Trends of “Off-site Vaulting” Written by: Wyman Tan





Let’s look at our standard workflow in a typical month, starting with a workorder creation. A workorder is normally faxed over by the client, processed and results in two printed copies or four sheets of paper which are passed onto record center operatives and drivers. During the delivery stage, the client’s items are subject to validation using a hand-held device and two more receipts are printed to be signed.

Realistically, workorder faxes are no longer necessary. Internet access permitting, clients can access Crown’s online document retrieval

tool, called, “RMweb” that links directly to Crown’s databases. The system puts the control of record transfers and retrievals process directly into the hands of our clients. Upon submitting the order, the summary page automatically appears with the detailed workorder and can be saved as a PDF file for reference. Crown’s hand-held devices (RSMobile) hold all workorder details so that drivers don’t need to physically handle print-outs.

Reducing Paper Usagein the OfficeWritten by: Iwan Turner

In the past, a receipt was printed for proof of delivery. Now, as soon as this data is uploaded from the RSMobile to the database, a notification is sent via e-mail. Clients can also receive their order confirmation electronically before the driver leaves the office.

Crown offers an online invoicing tool called RMi, another move towards reducing paper consumption. The paperless process is also more efficient, secure and organized. RMi pulls related raw data together into one, easy-to-read invoice. Access is granted to the online portal where an invoice history is maintained and any invoice produced can be retrieved from the portal without the need to print a single piece of paper.

The speed of technological advancements in the last few decades has been truly remarkable, but the speed of environmental attitude change has not. The concept of the “paperless” office may never become a reality, but we can easily take steps to work towards a “less paper” office.

The reality is paper is still a fundamental part of the business process. We can’t stop paper production and consumption, but we can help reduce it.





RMWeb: How the RMWeb Tool Has Benefited Clients in Malaysia Written by: Richard Thiagaraj

In Malaysia, where everything is checked and verified using hardcopies, especially for payment purposes, companies are now learning a new way to be more efficient and paperfree. The same clients who once insisted that payment could only be made if invoices were submitted together, now just simply view and verify workorder activities against their invoices electronically.

Today, Crown’s software system, called RMWeb, has become increasingly popular among the clients. A must-have, the system helps to automate their record inventory, eliminating manual work. The system is customizable to allow a perfect fit for each client’s business and allows them to have direct control over their inventory.

Crown’s client of 15 years decided to incorporate RMWeb into their company’s operations, involving staff from 40 departments. This client immediately experienced the following benefits: • Generated immediate cost-savings, with reduced administration workload.• Enhanced accuracy. Mandatory fields required that necessary information is being captured accurately.• Increased intelligence. Variety of reports, including management’s, can be easily created and are always available anywhere with internet access.• Eased file search efforts. Time saving is generated through query function.• Enhanced efficiency, tracking and timely delivery with online ordering feature.

An example of how Crown’s RMWeb has helped one of our clients meet their business needs:Major Client From Insurance Industry

In summary, RMWeb has benefited many Crown clients in Malaysia and all over the world. We take pride in our investment in technology and our use of innovative tools to help solve our clients’ problems and meet their needs in the best possible way.

Conclusion

Quote from a customer:

“I wish I had implementedthis earlier.Luckily, I didn’t prolong this further.”





Digital Services were Introduced for Cultural PreservationDue to major differences in laws and regulations in regards to document archiving in European countries, digitizing documents started in the cultural domain. Scanning was, and still is, a major tool used in preservation of historical documents. Invaluable information on fragile, historical documents was preserved through scanning and digital imaging. The cooperation between European libraries and cultural institutions has helped make digital scanning services popular.

In the commercial domain, reasons for scanning have continued to be driven by different factors, i.e., storage space issues including high rental cost, desire for quicker access to the information, and the environmental push for less paper usage or the “Paperless” ideology. The two European countries at the forefront of implementing the paperless concept are Sweden and Denmark, where the green economy has been a reality for quite some time.

Current and Future TrendsAs the paperless ideology becomes increasingly important globally, more regulations involving archiving and preservation of data are being introduced. This year, the French government requires its administration to accept electronic invoices. This is a major step towards becoming paperless. Nevertheless, small and medium- sized companies operating in the country will still have the right to send paper invoices and are not required by law to provide an electronic version.

The behavior of private companies towards scanning and storing documents in a digital format is highly influenced by the country’s related laws, in addition to the attitude of local administrations. Due to the current job crisis and the lack of administrative personnel in countries like Spain, Italy, and France, the changing trends should lead towards the use of digital services and electronic documents.

Records Management Trends in EuropeWritten by: Chantale Lecap and Tony Meikle





Denmark will have the presidency of the European Union (EU) in 2012 and has already announced its ambition in terms of the EU becoming the true green economy. It will strongly encourage the paperless solutions and provide growth for companies in the digital services industry.

Electronic Information ManagementAnother changing trend that will become increasingly important is the shift, from massive scanning to become paperless without true information management, towards a new era of electronic information management. The past paperless attempts for many companies, without complete understanding of how to use scanned data to promote data retrieval and information management efficiency, have resulted in ineffective use of the information stored. Scanning is, no doubt, the bridge between the past and the future of information management.

Crown’s Solutions to Help Meet the Changing TrendsTo meet the needs of our clients and prospective clients, Crown Records Management Services in the United Kingdom (UK) recently opened a digital services center in Manchester, England. The new facility provides state-of-the-art scanning operation, with advanced technology and secured hosting capability. The facility offers up-to-the-minute digital scanning capacity and uses the latest market-leading Kofax software in order to provide advanced digital scanning and information management services. Crown UK’s digital services center is built to ensure that our service offering meets all of our clients’ and the industry’s needs.

Frank Hopping, Crown Records Management Services’ managing director, UK & Ireland region, commented on the resources available to our clients, including Crown’s experts who can offer viable solutions that are customized to each individual client’s needs. He said, “The Manchester digital services center complements the company’s existing digital scanning center in Peterborough and represents a significant expansion of our digital business. Crown Records Management offers a range of digital solutions including remote, secure website hosting and portable, removable storage.In addition, and perhaps more importantly, we provide expert advice to clients - through our team of digital experts - headed by our Digital Services General Manager, Tony Meikle. Our digital team are able to advise clients on the best electronic scanning and storage solution to help them effectively manage their information for their business use.”

Tony Meikle, digital services manager, is leading the Crown UK’s team of digital experts. He mentioned:

“We offer expert consultancy to clients on information management strategies and advise on the best options; both in terms of storage method - converting clients from hard copy storage to digital storage where appropriate - and also in terms of accessibility. For example, Crown can recommend a range of secure hosting and storage services, and find the best solution to meet our client’s requirements, which may negate the need for physical storage in favor of digital storage and secure hosting. The team is also up-to-speed with the latest UK, European and global legislation and regulations on digital document scanning and storage. ”

Within the last year, after the opening of the Manchester facility, Crown Records Management UK has the combined processing capacity of both facilities in excess of 70 million images per year in comparison to only8 million images in prior years.

Chantele Lecap

Tony Meikle





Companies have paid more attention to media protection in the recent years due mainly to the following reasons:

• With advancement in technology, the vital information stored in each disk or tape is packed closer together so the similar amount of physical damage will result in more data lost.• Tighter governmental regulations raises the stakes by increasing companies’ responsibility and liability of providing and protecting private information.

Data recorded in a digital format, typically on tapes or hard drives, requires specialized care in order to ensure data is not lost between the time it is written and the time it is read i.e., during transport or storage.

How do damages occur?

The damages incurred to media tapes during transport and storage are affected by many factors:

1. Physical damage to the recording media. a. On tapes, damage occurs at the edges of the tape from shock or impact. b. On disks, damage occurs on the surface of the disk from shock or impact.

2. Debris from foreign contaminants such as dust, foam, cardboard and paper. a. On tapes, this usually occurs as a result of placing tapes in an environment where these contaminants are present. b. Hard drives are sealed, thus, less susceptible to outside contaminants.

3. Changes in temperature and humidity. a. Each tape varies in temperature and humidity changes. Temperatures between 50 and 90 degrees Fahrenheit are acceptable. b. Hard drives are less sensitive to temperature change, but must be kept from extreme high or low temperatures. The following pictures demonstrate a physically damaged portion of tape recording media.

The most inexpensive, secure and practical solution for data storage are turtle cases. These properly designed containers used to transport tapes off-site have significantly reduced the number of errors experienced and reported by tape management software. Coupled with the right storage environment, the cases will provide the protection companies’ need for their tape orhard drives.

For further information contact:Reuben [email protected]

Stefanie [email protected]

Turtle CasesThe Importance of Taking Care of Your Media

Written by: Reuben Nayagam

On the far left-hand picture, the yellow area indicates where the tape drive was unable to read the data blocks underneath. This loss of data was caused by the crease in the edge of the tape shown on the right.

Data Centers retrieve reports on tape performance, calling out bad tapes based on temporary or permanent errors during use.

Storage Environment

Transport and Storage Containers

•Temp and humidity controls•Clean room / vault•Slots which keep tape in a vertical orientation – not flat

•Prevents shaking and rattling•Absorbs shock from impact •Always store tapes in a vertical orientation so that they can never lay flat•Free of debris generating agents•Lockable

•Prevents shaking and rattling•Cushions against shock from impact •Anti-static•Free of debris generating agents•Lockable

•Temp and humidity controls•Clean room / vault

TAPE HARD DRIVES





Major Benefits of Recycling

Recycling raw materials at the end of an electronics lifespan is an effective

solution to the growing e-waste problem. Recycling reduces the amount of

greenhouse gas emissions caused by manufacturing new products.

Management of E-Waste Around 75% of electronics often sit, unattended in houses, offices and warehouses eventually to get mixed in with household wastes disposed of in landfills. This necessitates implementable management measures.

Waste minimization techniques and sustainable product design should be utilized by adopting: • inventory management• production-process modification • volume reduction • recovery and reuse

Inventory Management By reducing the quantity of hazardous materials and raw materials used in an operation, the quantity of waste generated can be reduced. Establishing a strict guideline and inventory tracking system for material-purchasing and review process will help ensure the exact quantity of material needed on an as-needed basis.

The records management industry inevitably and quickly became an e-waste expert. Its involvements include the use of disc, backup tapes, CDs, DVDs, other data storage materials and machineries and their associated disposals. The clients of records management services will gain the benefits of having an expert to support their records management needs as well as knowing that they will never have to worry about managing the growing environmental threats of e-waste.

E-Waste Electronic waste, e-waste, e-scrap, or Waste Electrical and Electronic Equipment (WEEE) describes discarded electrical or electronic devices.

Examples of e-waste:•Batteries•Computers, including circuit boards, monitors and other related components•Audio/visual components•Televisions•Stereo equipment Informal processing of electronic waste in developing countries may cause serious health and pollution problems, though these countries are also most likely to reuse and repair electronics. Even in developed countries, recycling and disposal of e-waste may involve significant risk to workers and communities and great care must be taken to avoid unsafe exposure.

Global Trade Issues Developing countries are becoming e-waste dump yards. Some critics of global trade issues involving e-waste maintain that it is too easy for brokers, calling themselves recyclers, to export unscreened electronic waste to developing countries such as China, India and parts of Africa, thus avoiding the expense of removing e-waste items that are expensive and difficult to process.

E-Waste: What the Future HoldsWritten by: Shannon Tan

Recycling Recycling of e-waste is becoming increasingly popular as one of the viable solutions for e-waste management. Reusing and refurbishing of old electronics items creates great environmental and social benefits including:• Diminishing demand for new products and raw materials• Using larger quantities of pure water and electricity used in manufacturing process• Requiring less packaging per unit. Saving of resources • Greater availability of technology to all economic societies due to greater affordability of products • Diminishing the use of landfills





North AmericACanadaTel: (1) 905 332 4332Fax: (1) 905 827 [email protected]

MexicoTel: (52) 55 5396 9359Fax: (52) 55 5341 [email protected]

United StatesTel: (1) 714 898 0955Fax: (1) 714 898 [email protected]

ceNtrAL AmericACosta RicaTel: (506) 2431 4650Fax: (506) 2431 [email protected]

SoUth AmericAArgentina Tel: (54) 11 4890 2332Fax: (54) 11 4890 [email protected]

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