These offices can be designated as essential records security sites. The above method should be considered before others, because it involves no additional costs. This is practical when the volume of the record is minimal or the updating cycle is frequent. The advantages are that no specialized retrieval equipment is necessary to convert the data into readable form. However, it requires the use of some specialized retrieval equipment.
Magnetic media has some inherent disadvantages.
Data can be lost or erased from contact with a magnetic field or improper storage conditions. It requires compatible equipment and software to convert the record into usable form. Once essential records have been identified and the means of providing security copies has been determined, a decision can be made concerning the security site storage location. Several options are possible, of which, again, no single method will apply to all of the essential record security copies. Copies of essential records are routinely distributed to field offices in the course of normal business.