MAINTAIN CURRENT BACKUPS
 
     If your files are important, back them up!
     While the UKCC has very few problems with loss of data stored on
tapes and disks, it does happen occasionally.  You are responsible for
maintaining backup of critical information stored on tape or disk.  Be
sure this backup is recent enough to satisfy your needs in the event
the data are no longer readable.
     Data loss can occur when you accidentally erase a file or when a
user writes over another user's tape.
     We can restore data; that is, we can copy data from a backup
source, but we cannot recreate or reconstruct data if no backup
exists, even if the loss results from faulty equipment or mishandling.
     We recommend you keep a backup copy of data on a duplicate tape
or disk.  Two backups are recommended for data that are very difficult
or impossible to recreate.  You can keep your backup copy on a hard
disk or on diskette.  A computer printout can also serve as backup,
but if the data on both tape and disk are destroyed, it may be
inaccurate, time-consuming, and expensive to recreate the information
into a machine-readable form by keying or scanning.
     Maintaining backups is the most effective safeguard against a
virus attack.  Without adequate backups, the discovery of a virus
within a file would entail examining each element of the data within
every file to detect and eliminate the infection.  This could be a
very time-consuming and costly process.
 
WHAT TO BACK UP
     Keep backups for any data and programs that would be difficult to
replace.  Backups are essential for complex research or experiment
data, for outdated or very old data files, and for data that cannot be
recreated.
     You are also responsible for identifying files which contain data
required to be retained for archive purposes.  (There is an
environmentally controlled and secured archive storage area in the
King Library.  Archivist Terry Birdwhistell in Special Collections has
more information.)
     Keep in mind that, over time, the ability to retrieve data stored
on magnetic media decreases.  This is most often the result of
deterioration of the physical media and sometimes due to a loss of
strength of the magnetic signal. Thus, files which are archived should
be periodically renewed.  We recommend that all archive data files be
created in two copies with one being retained at the UKCC and the
other copy being retained in an off-site storage area.  This will
ensure that the data would not be lost if either the UKCC or the
off-site storage area suffered a disaster.
     To provide a high degree of assurance that the file can be read
after it has been stored for an extended period of time, we suggest:
Twelve months from the time the original file was created, use the
duplicate to create a second duplicate.  Use the same vendor-supplied
utility program for the duplication that you used to create the first
duplicate.  The first duplicate should be rotated to the off- site
storage area and the copy which was in the off-site storage area
returned to the UKCC for use.  By repeating this twelve-month cycle
you ensure that no copy of your data becomes older than two years
without being replaced.
     Don't use a non-commercial program, a locally written program, or
a user-written program to back up your files.  Use a vendor-supplied
utility program such as FATAR, FDRDSF, SYNCGENR, IEBGENER, or IEBCOPY
to create a second copy of your files.  This will ensure that the
original file can be read and will provide a reasonable degree of
assurance that the file will not be modified during the copy
operation.
     A Consultant can help you copy to tape.  A temporary tape is
limited to two days of storage.  For long term storage, expect to use
a 6250 BPI standard labeled tape with a volume serial number selected
by the Operations staff.
 
UNAUTHORIZED USE
     We strongly recommend that all magnetic tapes be secured from
unauthorized use.  To accomplish this, contact Jack Coffman,
uka051@ukcc.uky.edu, 257-2253, 218 McVey Hall for the necessary forms.
     A Consultant in 107 McVey Hall can give you more information and
help on utility programs and backups for your data stored on tapes and
disks.  A Consultant in the Micro Lab, 107 McVey Hall, can help you
with downloading to a microcomputer.
     A copy of the FATS/FATAR user manual is available for reference in
the Consulting Room, 107 McVey Hall.  A Consultant can also give you
more information and help on utility programs and backups for data
stored on tapes and disks.  A Micro Lab Consultant in 107 McVey Hall
can help you with downloading to a microcomputer.
     For more information about tape protection and authorization,
contact Jack Coffman, uka051@ukcc.uky.edu, 257-2273, 218 McVey Hall.
 
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