Using Offline Media

Portable offline media such as external hard drives, USBs, flash drives, memory sticks/cards, PC Cards, CDs, DVDs, Blue Rays, M-Discs, or magnetic tapes should only be used to retain records that have a short retention requirement, as equipment or software replacements may render the media obsolete or unusable. File Plans should reflect offline media storage devices maintained and their locations.
It is recommended that offline media be organized by record series (or closely related) that have the same destruction date. Records Custodians should have access to offline media.  Routine back up media is not an acceptable process for retaining official records. Official records being retained on portable media for retention are to be kept on that media dedicated to that purpose only.
Electronic storage media must have an external label or an index that includes:
  • Name or other identifier of the organizational unit responsible for the records.
  • Descriptive title of the contents.
  • Dates of creation and authorized disposition date.
  • Security classification.
  • Identification of the software (to include specific application if appropriate) and hardware used.
  • Operating system title and version.