Applies to: Version 5.0, Version 4.0
When storing CD backup discs please make sure that, like your collections, the backup discs are stored in a dry environment with a constant temperature. A study by the Library of Congress revealed that extreme heat and cold can have damaging effects on CDs and can cause them to be unreadable in the future (Manns and Shahani, 2003). It is also a good idea to have a backup copy of your data and images on CD stored in an offsite location, such as a staff member's home or safe deposit box, in case disaster happens at the museum. If possible, keep the backup discs inside a protective plastic case, such as a jewel case described as a "transparent plastic case with hinged lid," as this will help minimize the chances of scratching (Byers, 2003). Most people know to take care not to scratch the bottom of the disc that is read by the computer; however it is also important to keep in mind that scratches on the label side of the disc can be just as harmful and can hinder the readability of the CD by the computer.
When labeling your CDs, it is suggested to write by hand along the inner "Mirror" band of the CD using a felt tip pen or marker. This is the band surrounding the central hole that cannot be written to by your computer. Always use a felt tip pen such as a Sharpie marker when labeling your CD. Pens with metallic ink or ball points can damage or scratch the layer of the CD that stores the data. Please note that if you adhere a label to your CD, over time exposure to heat can cause that label to peel off the disc, which can, in some cases, peel the data layer off of the CD, making it unreadable (Byers, 2003) or cause it to get stuck in your CD drive.
DVDs are another option for storing backups of your data and images. They store more information than CDs (typically 4.2 GB, whereas a CD-R or CD-RW typically holds between 650-700MB), and also have the layer that stores the data between two layers of polycarbonate (Byers, 2003). This means that the layer that stores the data in DVD-R and DVD-RW discs is slightly more protected than on CD-R or CD-RW discs.
There is a lot you can do to ensure your PastPerfect data and images are safe and available in case of disaster. Backing up to CD or DVD weekly can save hours of data re-entry and frustration. If you have questions, please feel free to contact the Support Office at 1-800-562-6080, or learn more by visiting the references below:
Sources:
- Byers, Fred. "Care and Handling of CDs and DVDs- A Guide for Librarians and Archivists." National Institute of Standards and Technology. October 2003. http://clir.wordpress.clir.org/wp-content/uploads/sites/6/pub121.pdf
- Manns, Basil and Shahani, Chandru J. "Longevity of CD Media, Research at the Library of Congress." Library of Congress, Washington, DC. September 2003. https://www.loc.gov/preservation/resources/rt/studyofCDlongevity.pdf