Records Storage, Conversion, and Media Management
Storage, Conversion, and Media
This domain tests physical and electronic storage, conversion, and media lifecycle. It covers storage environments, digitization and migration quality, chain of custody, and secure media disposal.
Core rules and concepts
- Select storage by record type, volume, retention, access frequency, security, and cost. Track locations with barcodes or RFID and maintain an inventory.
- Paper storage needs stable temperature and relative humidity, fire suppression, pest control, water leak protection, shelving clearance, and restricted access. Avoid attics and basements.
- Digitization: set image quality, for example 300 dpi for text, color management, OCR, file format such as PDF/A for preservation, metadata, and quality control sampling. Verify image count, legibility, orientation, and completeness.
- Conversion and migration require mapping, validation, checksums, sample review, and a documented acceptance decision. Retain source metadata.
- Refresh or migrate magnetic and optical media before obsolescence; test readability; document media history. Sanitize or destroy media so data cannot be recovered.
- Chain of custody records who handled, moved, or copied records, when, and under what authority.
Worked example
Personnel files are scanned. Use 300 dpi, PDF/A, unique file names, index metadata, a 10 percent quality assurance sample, and hash verification. Do not destroy originals until policy and legal counsel confirm no hold and the schedule permits; record the destruction certificate. The reasoning: conversion changes format, not retention; authenticity depends on quality control and an audit trail.
Traps
Low-resolution scans; no quality assurance; destroying originals without authority; ignoring media refresh; no chain of custody; storing paper in flood-prone areas.