Glossary of Terms
Archival Data — Information that is not directly accessible to the user of a computer system but that the organization maintains for long-term storage and record keeping purposes.
Archival (Archive) Storage — Information assets stored for long term protection. This necessitates not only fireproof storage but fire ratings for the type of media being archived. Microfilm and microfiche are considered long term or permanent storage mediums and as such require precise control of temperature and humidity as well as protection from UV light sources.
Archival storage may include photographs, negatives, motion picture film, glass plate negatives, letters and official documents recording history. Historical artifacts may also reside in this collection. Vault protection is required as the value of these collections increase dramatically over time.
ASTM E-119 Test Protocol — Test Methods of Building Construction and Materials. This test is used to evaluate the fire resistive construction that contains though-penetrations or joints.
Class 125 — A fire rating that designates 125°F as the threshold below which the temperature must be maintained to prevent damage to the contents of an enclosure. The rating is accompanied by a specific duration of time for which the temperature must be held below the threshold, e.g. Class 125-Two Hour. Vaults with this rating are capable of protecting magnetic media, optical disks and electronic equipment.
Class 150 — A fire rating that designates 150°F as the threshold below which the temperature must be maintained to prevent damage to the contents of an enclosure. The rating is accompanied by a specific duration of time for which the temperature must be held below the threshold, e.g. Class 150-Two Hour. Vaults with this rating are capable of protecting micrographic media, such as microfilm and microfiche.
Class 350 — A fire rating that designates 350°F as the threshold below which the temperature must be maintained to prevent damage to the contents of an enclosure. The rating is accompanied by a specific duration of time for which the temperature must be held below the threshold, e.g. Class 350-Four Hour. Vaults with this rating are capable of protecting paper documents.
Climate Controlled Storage — A storage area that is specifically designed to provide the exacting environmental conditions of a particular media. ANSI/ISO Standards dictate the ideal conditions for each type or records media in storage such as photographic media, microfilm and microfiche and computer media.
Data Chamber/Data Vault — A vault or climate controlled room specifically designed to store computer media (tapes and cartridges) that are the working copies, the masters or the back up media for recovery or business continuity in the data center. The Data Chamber must provide precise environmental control to prevent spoliation of the data media. Data media is fragile and life span is enhanced by storing in a climate controlled environment which controls temperature, humidity, light levels, dust and other particulates.
F.A.N. Club — The Firelock Affinity Network is a nationwide organization comprised of offsite data protection service providers who utilize a Firelock vault to safeguard their clients' data backup tapes.
Information Security — As described in ISO 17799, information security provides: Confidentiality in that the asset is only available to those who are authorized to have access, Integrity which assures accuracy and completeness of the information, and finally; Availability which ensures that users will have access to the information assets when required. Information Security requires not only the protection of the media but the process. Server Vaulting may be a necessary component in a program of Information Security.
Magnetic Shielding — The process of limiting the penetration of electromagnetic fields into a space, by blocking them with a barrier made of conductive material.
Media Vault — A Class 125-rated structure dedicated to the storage and protection of magnetic media, such as computer backup tapes.
Mirroring — A method of data replication that maintains an exact copy of electronic records by applying changes at a secondary storage site that is synchronous to the changes occurring at the the producing or primary site. Mirroring sites may be protected via server vaulting technology whereby the servers reside in a fireproof, magnetically shielded,weatherproof and specially controlled environmental chamber that mitigates all risk to the enclosure and the information assets and hardware within.
NFPA 75 — Standard for the protection of Information Technology equipment.
NFPA 232 — Standard for the protection of records and record media.
Novec 1230 Fire Suppression Systems — An alternative to oxygen-depleting fire suppression systems, this 3M product extinguishes fires by spraying a mist of fluid that is 25-times more evaporative than water into the enclosed area. The evaporative cooling effect of this fluid drops temperatures below the point where ignition can occur and effectively extinguishes the fire. Novec 1230 is totally non-conductive, leaves no residue, and is rated at the NOAEL (No Observable Adverse Effects Level) for human safety. This fire suppression system is ideal for protecting backup tapes, server racks and any other delicate electronic equipment.
Protective Storage — Protective storage requires the use of special fireproof cabinets or vault chambers to protect information assets and vital records from catastrophic destruction. Vault protection also requires environmental control of the chamber to prevent spoliation of the documents and media in storage.
Records Storage Impact Analysis — A business analysis to determine the maximum acceptable loss of records and information assets involving critical business records and functions, beyond which the negative impact would be too great for the organization to survive.
Records Storage Risk Assessment — The process of identifying the probabilities of risk associated with loss or destruction of records in storage, as well as assessing current threat levels, vulnerability and risk based on asset value to a party posing a threat or the value of the information asset to the organization owning the records in storage. Insurance is not sufficient to protect the documents since the threat of loss or exposure of the information may pose a higher value risk to the organizational image due to this loss.
- Important Records — Those records for which a reproduction, although acceptable as a substitute for the original, could be obtained only at considerable expense and labor or only after considerable delay.
- Intermediate-Term Records — Those temporary records that have a scheduled retention period of less than 60 years.
- Long-Term Records — Those temporary records that have a scheduled retention period of 60 years or more.
- Nonpermanent or Temporary Records — Those records that have affixed disposal date approved by the responsible party and that do not meet the definitions of Permanent Records; Unscheduled Records; or Sample or Select Records.
- Permanent Records — Those records that have been determined by the responsible party to have sufficient value to warrant their permanent retention and preservation. Permanent records include all records that have been accessioned into an archive, and those that the responsible party has designated the disposition as permanent. Frequently these records require vault protection as they must be provided due to regulatory or court mandates.
- Vital Records — Records that are essential to the continuation or survival of the organization and whose usage is required immediately following a disaster or catastrophic event. Vital records contain information necessary to recreate an organization's legal and financial status and allow for continued operation of the organization. These records also preserve the right and obligations of investors, shareholders, customers, employees and the public at large.
Records Vault — A fireproof records chamber employed for the exclusive storage of vital records, information assets and intrinsic value documents and archival material. The vault is equipped with special vault doors to offer a fire rating equivalent to the media being protected and equipped with fire suppression to ensure no damage would occur to the materials stored within the vault. The vault must be under special supervision and provide access control to limit entry to the vault interior. The vault will prevent damage from heat, fire or spoliation from smoke or other contaminants such as steam and water moisture to the interior of the vault. The vault shall be constructed per the requirements of NFPA 232 "Protection of Records Standard" for paper, media and film archives. Vaults designed for the protection of electronic equipment shall be designed per NFPA 75 to ensure the survival of servers and other electronic computer equipment.
Risk Management — The process that ensures that an organization or corporation does not assume an unacceptable level of risk. Tools to enable risk management include a risk analysis or risk assessment that identify threats and pose solutions to mitigate against that defined threat. Risk assessment should be seen asa specific part of a wider, overall assessment of the risk to which people, facilities, and record collections at work are exposed and can be part of anoverall program of risk management.
Server Vault — A Class 125-rated structure dedicated to the protection of Information Technology infrastructure, such as servers and networking equipment.
Shadowing — Data replication that maintains an exact copy of electronic records by continuously capturing changes in an asynchronous process and applying them at the recovery or back up site.
U.L. 72 Test — Standard for safety test for fire resistance of record protection equipment.
Zone IV Seismic — The areas where the most severe earthquake damage occurs.