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					                                                                  Fon’s Tape Procedures




                                                         TABLE OF CONTENTS

1.      PREFACE .................................................................................. ERROR! BOOKMARK NOT DEFINED.5
1.1 DOCUMENT CONTROL ............................................................................. ERROR! BOOKMARK NOT DEFINED.5
  1.1.1 Amendment History ................................................................................. Error! Bookmark not defined.5
  1.1.2 Cross Reference ....................................................................................... Error! Bookmark not defined.9
  1.1.3 Document Revision and Distribution ...................................................... Error! Bookmark not defined.9
1.2 PURPOSE AND SCOPE ............................................................................... ERROR! BOOKMARK NOT DEFINED.9
1.3 RELATIONSHIP TO OTHER STANDARDS .................................................... ERROR! BOOKMARK NOT DEFINED.9
1.4 TERMINOLOGY AND ACRONYMS ....................................................................................................................... 4
2. INTRODUCTION ............................................................................................................................................ 7
2.1 SCOPE OF SERVICE ............................................................................................................................................ 7
2.2 JOB DESCRIPTIONS ............................................................................................................................................ 7
2.3 TRAINING .......................................................................................................................................................... 8
2.4 DOCUMENTATION CHANGE CONTROL ............................................................................................................... 8
3. PROCEDURES FOR TAPE LIBRARY ...................................................................................................... 10
3.1 PARTICIPATE IN TURNOVER ............................................................................................................................. 10
  3.1.1 Turnover for the Oncoming Shift ............................................................................................................. 10
  3.1.2 Turnover for the Outgoing Shift .............................................................................................................. 10
3.2 RESEARCH CLIENT INQUIRIES .......................................................................................................................... 10
3.3 ESCALATION .................................................................................................................................................... 11
3.4 MS EXCHANGE PROCEDURES.......................................................................................................................... 11
  3.4.1 Unloading/Loading Magazines in the MS Exchange Drives ................................................................... 12
        3.4.1.1 Unload the Magazine from the Ms Exchange Drive: ..................................................................................... 12
        3.4.1.2 Loading the Magazine into the MS Exchange Drive: .................................................................................... 12
3.5 DRA SENDING AND RECEIVING PROCEDURES ................................................................................................. 12
  3.5.1 Process Outgoing DRA Shipment for A-Side, B-Side, C-Side, E-Side, and N-Side ................................. 12
        3.5.1.1 Manually Reprinting Reports for SAIPC1A, B, C, E, N Systems ................................................................ 13
     3.5.2 Process Outgoing DRA VM Tape Shipment (D & J Tapes)..................................................................... 13
     3.5.3 Process Incoming A-Side, Centrobe & Chevron DRA Shipment ............................................................. 14
        3.5.3.1 BUMPS Procedures ......................................................................................................................................... 14
     3.5.4 Process Incoming DRA VM Tape Shipment (D & J TAPES)................................................................... 15
     3.5.5 Manually Printing Vault Listings for DRA VM Systems (D & J Tapes) .................................................. 15
     3.5.6 Technical Support Container .................................................................................................................. 15
     3.5.7 Process DRA Callbacks ........................................................................................................................... 16
     3.5.8 EOG (Enterprise Operations Group) DRA Rotation Procedures. .......................................................... 17
     3.5.9 EOG (Enterprise Operations Group) DRA Incoming Procedures .......................................................... 17
     3.5.10 Vanguard Vaults Discrepancies Report ................................................................................................ 17
     3.5.11 Newsweek Vault Procedures.................................................................................................................. 18
     3.5.12 PROD, PUB, and DMS Vault Procedures............................................................................................. 19
     3 5.13 DRA Off-Site Tapes for Chevron ........................................................................................................... 20
        3.5.13.1 Processing Chevron Disaster Recovery (DRA) ............................................................................................ 20
        3.5.13.2 SYSA, CDCA, and CDCJ Disaster Recovery (DR) Process ........................................................................ 21
           3.15.13.2.1 Reprinting Chevron DRA Reports ...................................................................................................... 22
        3.5.13.3 Receiving DR Tapes from Vanguard ............................................................................................................ 22

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       3.5.13.4 Recalling Tapes from Houston ...................................................................................................................... 23
       3.5.13.5 Processing VM Backup Canisters for Chevron (Receiving Arch Canisters) ............................................. 23
       3.5.13.6 Processing VM Backup Canisters for Chevron (Silo Ejected Archive Tapes) ........................................... 23
3.6 ELECTRONIC TRANSMISSION OF TAPES TO OFF-SITE STORAGE (BAR-CODE PC) ............................................. 24
  3.6.1 Stop Bar-Code Script ............................................................................................................................... 24
  3.6.2 IRMA Workstation ................................................................................................................................... 24
  3.6.3 Execute Vanguard Files Script ................................................................................................................ 24
  3.6.4 Validate File Dates .................................................................................................................................. 24
  3.6.5 Transmit PC Files to Vanguard Host Using PCAnywhere ...................................................................... 25
  3.6.6 Restart Bar-Code PC Script .................................................................................................................... 25
  3.6.7 Manual Download of DR on PC ............................................................................................................. 25
3.7 USING THE SCANNERS ..................................................................................................................................... 26
  3.7.1 Uploading Sends/Receives on the TRAKKER Scanner............................................................................ 26
  3.7.2 Trouble Shooting the Scanners ................................................................................................................ 27
3.8 CATALOG FOREIGN TAPES ............................................................................................................................... 27
  3.8.1 Inspection of Tapes Received .................................................................................................................. 28
  3.8.2 Foreign Tapes that Lack Information ...................................................................................................... 28
  3.8.3 Cataloging Using TMC Build .................................................................................................................. 29
  3.8.4 Cataloging Tapes Using the CA-1 Cataloger .......................................................................................... 31
  3.8.5 Cataloging Tapes to the Operating System (OS) ..................................................................................... 33
  3.8.6 Cataloging MCS Crossover Tapes .......................................................................................................... 34
  3.8.7 Cataloging VM Foreign Carts ................................................................................................................. 35
  3.8.8 Cataloging IBM Information/MVS Cartridges ........................................................................................ 35
  3.8.9 Cataloging AVISTA Tapes ....................................................................................................................... 36
       3.8.9.1Cataloging AVISTA Quarterly Tapes ............................................................................................................. 36
  3.8.10 Uncataloging a Foreign Tape from the TMC (SAIPC1C) ..................................................................... 38
  3.8.11 Cataloging Cal-Fed ............................................................................................................................... 39
3.9 CA-1 VOLSER UPDATE PROCEDURE................................................................................................................ 39
3.10 EID/BLP ....................................................................................................................................................... 39
  3.10.1 EID ........................................................................................................................................................ 40
  3.10.2 BLP ........................................................................................................................................................ 40
3.11 COPYJOBS...................................................................................................................................................... 40
  3.11.1 Manual Copyjob .................................................................................................................................... 40
  3.11.2 Failed Copy job ..................................................................................................................................... 41
3.12 PROCESS CTPG EXPIRED FOREIGN TAPES .................................................................................................... 41
  3.12.1 Process CTPG for Bangkok and Korea ................................................................................................. 42
  3.12.2 CTPG Inventory Procedures ................................................................................................................. 43
3.13 PROCESSING CHEVRON SAN RAMON/HOUSTON USER TAPES ........................................................................ 43
  3.13.1 Returning Chevron San Ramon/Houston User Tapes ........................................................................... 43
3.14 PROCESS SHIPPERS ........................................................................................................................................ 43
  3.14.1 Process Automated Shippers A-side, B-side, C-side, E-side ................................................................. 44
  3.14.2 Process Manual Shippers ...................................................................................................................... 45
       3.14.2.1 Process Manual Shippers for A-side, B-side, C-side, E-side ....................................................................... 45
       3.14.2.2 Process Chevron Manual Shippers ............................................................................................................... 45
          3.14.2.2.1 Shipping Outgoing Chevron Tapes........................................................................................................ 46
          3.14.2.2.2 Checking-Out Chevron Tapes SYSA, CDCA, & CDCJ ...................................................................... 47
          3.14.2.2.3 Checking-Out Chevron HDCA Tapes ................................................................................................... 47
   3.14.3 Printing Shipper Labels ......................................................................................................................... 47
       3.14.3.1 Printer R162 ................................................................................................................................................... 47
       3.14.3.2 Printer U335 ................................................................................................................................................... 48
       3.14.3.3 Reprinting Shippers ....................................................................................................................................... 48
   3.14.4 Execute Security Job Under CA-1 ......................................................................................................... 49
       3.14.4.1 Check Tape Out-of-House after Executing Security ................................................................................... 49
   3.14.5 Meet Courier Schedules......................................................................................................................... 50
       3.14.5.1 Process for Setting-Up Special Couriers ....................................................................................................... 50
3.15 PROCESS RETURNED TAPES .......................................................................................................................... 50

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  3.15.1 Check-In-House/Process Manual Returns ............................................................................................ 51
  3.15.2Checking-In Chevron Tapes SYSA, CDCA, & CDCJ ............................................................................. 52
  3.15.3 Checking-In Chevron Tapes HDCA ...................................................................................................... 52
3.16 CREATE VANTIVE CASE FOR MISSING TAPES ................................................................................................ 52
  3.16.1 Opening a Vantive Case ........................................................................................................................ 52
  3.16.2 Creating a New Vantive Contact ........................................................................................................... 53
  3.16.2 Updating A Vantive Case ...................................................................................................................... 53
  3.16.3 Closing a Vantive Case. ........................................................................................................................ 54
3.17 ACCESSING CA1 PANELS FOR CHEVRON ....................................................................................................... 54
  3.17.1 How to Access CA1 Panels for Chevron HDCA (Houston) ................................................................... 54
  3.17.2 How to Access CA1 Panels for Chevron SYSA, CDCA & CDCJ .......................................................... 55
3.18 COE SERVER SUPPORT (USSARCS001, USSASCS100, USSASCS400) ..................................................... 55
  3.18.1 Escalation Procedures for Getting Support: ........................................................................................ 55
  3.18.2 Tape Information ................................................................................................................................... 55
  3.18.3 Loading and Unloading a Magazine from the Library ......................................................................... 55
       3.18.3.1 Loading the Fixed Cells Manually ................................................................................................................ 56
       3.18.3.2 Loading a Tape Cartridge Manually into Drive .......................................................................................... 56
       3.18.3.3 Unloading a Cartridge Manually from the Tape Drive ............................................................................... 56
   3.18.4 Tape Schedule: Multiple DLT Site ........................................................................................................ 57
       3.18.4.1 Weekly Tape Change Schedule ..................................................................................................................... 57
       3.18.4.2 Weekly DR ...................................................................................................................................................... 57
APPENDIX A - RETENTION PERIODS FOR QUALITY RECORDS ....................................................... 58

APPENDIX B - AUTHORIZED DOCUMENT HOLDERS........................................................................... 60




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1.4 Terminology and Acronyms
  A” SIDE          SAIPC1A complex
 “B” SIDE          SAIPC1B complex
 “E” SIDE          SAIPC1E complex
 “N” SIDE          SAIPC1N complex
 “C” SIDE          SAIPC1C complex
 “D” SIDE          DCIPC1J complex
 “J” SIDE          SIGSCV1 complex
 NEODATA           NEODATA PROD
 ABEND             The abnormal termination of a job.
 ALLOCATOR         US Mail processing equipment.
 BLKCNT            Block Count
 BLKSIZE           Block Size
 BOT               Beginning Of Tape
 BPI               Bytes Per Inch – Indicates a tape’s density.
 BSR               Business Services Representative
 CA1               Computer Associates Version 1
 CAS               Corporate Administrative System – Interactive system for personnel and administrative
                   functions.
 CATALOG           The action of providing information regarding a tape to CA1 so the tape can be
                   processed appropriately on the system.
 CLEAN             A report that lists all tapes that have attained scratch status since the last clean was
                   submitted.
 CLEANR            A report that lists all tapes that have attained scratch status since the last clean was
                   produced.
 COMPLETION        Three characters in hex format indicate the completion status of a job.
 CODE
 CTPG              Customer Tape Processing - A report that lists all foreign tapes that can be returned to
                   the client.
 CYCLE             The Batch Execution employee responsible for monitoring a specific account batch
 MONITOR           cycle.
 CYCLE             Equivalent to one working day. Ex: Monday is cycle 1. Within this cycle day, a
                   number of jobs for all accounts are scheduled to execute.
 DASD              Direct Access Storage Device - A storage device used for large amounts of data.
 DATA CHECK        A read or write error caused by a problem with the tape.
 or DCK
 DCB               Data Control Block – Information at the beginning of a tape and in the catalog that
                   identifies the type of label information.
 DDR or SWAP       Dynamic Device Reconfiguration - An indication of a problem either with the drive or
                   data OR a function that allows a tape to be moved to an alternate drive without causing
                   an ABEND. The tape or device can be cleaned to allow the job to continue.
 FATAR             A utility used to dump the header and first 80 characters of data on a tape.
 DOG DRIVES        The round reel tape drives with the address starting with “D” (D80-D8F)
 DR or DRA         Disaster Recovery or Disaster Recovery Area
 DS or DSN         Data Set or Data Set Name
 EOF               End Of File
 EOT               End Of Tape
 EOV               End Of Volume
 EQC               Equipment Check - A physical error detected.
 EVAL              A report that lists all tapes in evaluation/scratch status regardless of their physical
                   location.
 EXPDT             Expiration date – The date that a tape’s data is no longer held by the OS and/or TLS
                   CATALOG.
 FLAG4             The TLS setting that indicates if the tape has security.

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FOREIGN TAPE   A client tape that is cataloged on the Tape Library Catalog to be used as input for
or VICTOR      certain jobs.
TAPE
GDG            Generation Data Group
GRW            Generated Report Writer
HDR            Header – The area of the tape where information regarding the tape’s label and block
               statistics is indicated.
HOT JOBS       Priority mounts, jobs that need special attention
I/O            Input/Output
IEC704         Error message and code. Internal VOLSER and external VOLSER do not match.
IML            Initial Micro-program Load – The initialization procedure that causes a machine to
               begin its operation.
Vantive        Tool used to document problem/change mgmt issues
IN-HOUSE       Indication that a tape is at the SSMC and not off site.
IPL            Initial Program Load. - The initialization procedure that causes the system to begin its
               operation.
JOB            A group of JCL steps that perform certain functions and may create desired data.
LRECL          Logical Record Length
MACHINE        An error condition that is caused by an equipment malfunction.
CHECK
TMF MASK       An on-line request form to notify tape personnel to perform some tape function.
MASTER RACK    The tape rack that holds the majority of the tape volumes. The tapes in the master rack
               are onsite and not currently being used by the tape drives.
MINILBL        Mini Label. A started task that reads the first two blocks of a tape to compare the
               VOL1 HDR1 and HDR2 of the tape TLS.
MVS            Multiple Virtual Storage
OFFSITE        Indication that a tape is not at the SSMC.
RECFM          Record Format – Indicates the block format of the tape’s data.
RECREATE       To run a job that recreates data that has been lost or damaged.
RETPD          Retention period
RETURN CODE    Two characters that define an ABEND in detail.
RMS            Resource Management
SAM            System Activity Manager - The interface used to communicate with the MVS system.
SCANNER        The automated tracking system’s scanning device.
SCRATCH        A tape, cartridge or reel for which the expiration date has passed and is no longer held
               by the operating system. This volume is available to be written on.
SE             Systems Engineer
SECURITY       A process that overwrites tapes with binary zeros to prevent expired client data, from
               being read.
SHIPPER        The function of TLS that supports shipping tapes to other EDS & client locations.
STAGED JOB     The function of pulling all tapes for a particular job prior to the job running.
               Performing this function saves time locating the tapes while they are being called for.
SOLUTION       A chemical used by the tape personnel to clean reel drives.
SVC            Supervisor Call
SYSTEM         When an instruction fails due to unexpected conditions or an error that the problem
ABEND          program could not detect or solve. Could also indicate a hardware problem.
TMC            Tape Management Catalog
TMF            Tape Management Facility
TRANSMITTAL    A shipping document that accompanies shipments.
TSI            Tape Shipping Interface
UPS            United Parcel Service
USER ABEND     An error that causes the job to abnormally terminates. User ABEND codes begins with
               the letter “U.”
VM             Virtual Machine
VOL            Volume

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VOLSER        The Volume Serial Number assigned to the tape.
VPS           VTAM Print Services.
WSDC          Woodland Service Delivery Center
GRW           A Job Which Provides TMC Data
WTO or WTOR   Write To Operator Request/Reply




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2. INTRODUCTION

2.1 Scope of Service
Media Operations group performs the activities associated with magnetic tape processing.             The common
objective is to provide magnetic tape retrieval and storage resources that meet client needs.


2.2 Job Descriptions
Tape Library involves all the activities associated with incoming and outgoing tapes to and from the Sacramento
SMC. The following job codes represent the functions included in the delivery of this service:
Team Lead (Any Job Code)
Designated individual by management who possesses the leadership traits outlined in the Leadership Work
Procedures Manual.
       Prioritize and direct shift activities/tasks.
       Monitor Vantive cases that affect Tape Library; updating them according to standard time frames
        documented in the Problem Management Procedures Manual and the Change Management
        Procedures Manual.
       Ensure problem situations are handled properly by Media Operations personnel.
       Act as a focal point to escalate client impact issues or other concerns.
       Facilitate on-the-job training and development of staff, including sign off on checklists.
       Be available as a resource to Support Operators & Computer Operators.
       Assist with development of staff work schedules for Shift Manager review.
       Assist Document Controller with coordination of document changes and additions (QMS Change
        Review).
Computer Operator Associate (51130) & Computer Operator (50020)
    Process incoming foreign and user tapes.
       Shipment of tapes to client locations.
       Process Disaster Recovery (DRA).
       Projects as assigned
       Submission of any QMS Procedure changes to Document Controller
       Opening, Updating, and Closing Vantive cases (Problem Management)
Document Controller (Any Job Code)
       Maintain all area quality documentation.
       Coordinate revisions to documents and checklists.
       Communicate and implemented revisions to Tape Library team.




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2.3 Training
Employees of the Media Operations group utilize the training documentation supplied in the Training Manual
(IPSQMSA0). Individuals will have a checklist column added to the training checklist matrix (ICSTAPT2).
This checklist is utilized to document an individual’s progression through the training requirements established
for this role.
The training checklist matrix is stored on-line in \\QMS\QMSDOC\PROD\TAP\Trn_rcd. Since all individuals’
training checklist records are contained in a single spreadsheet file, and this file also serves as the checklist
mask, the name of the file follows the naming convention of the service area training mask, defined in the
“Document Standards and Controls” section in the General Practices Manual. The minimum requirements for
maintaining training records are defined in the “Training Checklists”.
The manager meets with each employee to review development and training progress. Training checklist items
are typically reviewed during the monthly team meetings. Meeting minutes are retained as evidence of these
reviews. Plans for improvement are developed and implemented when necessary.


2.4 Documentation Change Control
This procedure will be followed when introducing new QMS documents into the Media Operations area or when
changes are proposed to the existing QMS documentation. In accordance with the Document Standards and
Controls section in the General Practices Manual, proposed changes to Tape Library’s QMS documentation is
to be directed to the Media Operations Document Controller. The Document Controller will initiate the team
review of any proposed changes to Tape Library’s’ QMS documentation. This will ensure that new
documentation or changes to existing documentation for the area have been reviewed and accepted by the team
prior to authorization and subsequent use. Once the team has accepted the change, the Media Operations
Document Authorizer reviews it for authorization. Upon authorization, the Document Controller will notify the
Quality Advisor to move the updated document into production. The Document Controller will ensure that
“QMS Change Review” is maintained by circulating a cover sheet on the new documentation or proposed
changes. Tape Library team members will initial the cover sheet if they agree with the changes (a majority
agreement is required). After approval, the Document Controller will present any new documentation or
changes for team review during the shift turnovers and will post the changes on the QMS Board.
To propose changes to Tape Library’s QMS documentation, perform the following:
1.   For new procedures, work instructions, checklists, etc.; provide the Media Operations Document Controller
     with a copy of the proposed documentation, conforming to the same format and structure as the current
     QMS documentation. Maintain the appropriate format as described in the Document Standards and
     Controls section of the General Practices Manual, and as conformed to by this document, IPSTAPA0. For
     changes to existing documentation, provide the Media Operations Document Controller with a written
     example of the proposed changes.
2.   Team members, designating on the cover sheet acceptance or rejection, will review a hard copy of these
     changes.
3.   A majority of the team members must accept the proposed change in order for it to be approved. Additional
     modification of the proposed changes may be required for team acceptance.
To promote QMS document changes into production, the Document Controller performs the following:
1.   Retrieve and use Document Controller Checklist, ICSQMS21.
2.   Access the word file Y:\SAIPC3A\SA300001\HOME\SAIPC\TAPESVCS\QMSUPDAT\xxx.date.
3.   Use the COPY and PASTE functions to update those specific procedures with proposed changes in the
     Work Procedure Manual.
4.   To update Tape Library Work Procedures Manual access the following drive
     SAIPC3A\PUBLIC\QMS\QMSDOC\PROD\ TAP\UPDATE and double click on IPSTAPA0


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                                        Fon’s Tape Procedures


5.   File the completed Document Controller Checklist, ICSQMS21 and the attached QMS document update
     requests, in the filing cabinet QMS DOC 26.
6.   Delete the file in word Y:\SAIPC3A\SA300001\HOME\SAIPC\TAPESVCS\QMSUPDAT\xxx.date.
7.   Communicate accepted changes to team members who have not signed on the Cover Sheet. They must be
     aware of the changes that took place during their absence.




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3. PROCEDURES FOR TAPE LIBRARY

3.1 Participate in Turnover
All shift personnel participates in the turnover process. Turnover meetings will be held in the Tape
Library/Distribution area at 07:45, 15:45 and 23:45. The designated turnover person shall give or receive verbal
and written communication on events that occurred during the previous shift. Follow the steps below when
performing this procedure:


3.1.1 Turnover for the Oncoming Shift
1.   Review turnover in the Turnover Logbook (DOC 35) using ICSTAP03.
2.   Check the Microsoft Outlook Chevron folder to ensure that there are no Chevron tapes that need to be
     shipped out.
3.   Tour the tape library to ensure that all of the packages to be shipped out are in their proper slots, all
     paperwork has been filed back, and identify all tapes lying around the work area.
4.   Review Vantive cases online and update as necessary. (Refer to Updating a Vantive Case).
5.   Meet in the Tape Library/Distribution area with the outgoing shift to receive verbal turnover on current
     status of the area and any outstanding issues or problems experienced.


3.1.2 Turnover for the Outgoing Shift
1.   Update turnover in the Turnover Logbook (DOC 35) using ICSTAP03.
2.   Ensure that any messages or special jobs are passed to the oncoming shift’s turnover person.
3.   Check the Microsoft Outlook Chevron folder to ensure that there are no Chevron tapes that need to be
     shipped out.
4.   Check E; T; T; L; 4 and process any DRA Callbacks for the Shared Systems (A-side, B-side, C-side, & E-
     side).
5.   Process Shippers E;T;T;L;1.
6.   Update Vantive cases with appropriate information.
7.   Meet in the Tape Library/Distribution area with the oncoming shift to give verbal turnover on current status
     of the area and any outstanding issues or problems experienced.


3.2 Research Client Inquiries
Respond to client inquiries as requested, clients may have inquiries relating to tapes shipped incorrectly,
problems with tapes, and tape related information.
1.   Investigate these situations as needed to resolve problems and answer questions utilizing personal
     experience and knowledge of the team members.
2.   Ensure that all information is properly documented in turnover and any updates are passed onto the next
     shift.
3.   Check “Turnover for the Outgoing Shift” to double check for any information that may have been given to
     the previous shift.
4.   The team lead or backup team lead is responsible for all follow-up action according to standard time frames
     documented in the Problem Management Procedures Manual.



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3.3 Escalation
Escalate problems that cannot be resolved within the initial call to the appropriate support group, vendor, or
management team to ensure minimal impact to the client. Escalation procedures vary according to the type of
problem involved and are covered under the appropriate resolution procedure.
1.   For library problems, escalate immediately to Team Leader if the Tape Librarian cannot solve the problem
     within a reasonable amount of time. If the problem is causing immediate client impact, have the team lead
     and/or management involved right away.
2.   For shipper issues: Job PRADA1S1contact BEX-In House cycle monitor, for DMTJSHIP contact BEX In-
     house cycle monitor. (Product Admin PRADA1S1 and Storage Admin DMTJSHIP)
3.   For Centrobe Dr and Report problems contact Becky Palease 1-303-457-4346.
3.   For all other library issues escalate to the Team Leader.
4.   If the Team Leader cannot help with the issue escalate to Tape support or SME.
5.   If Tape Support/SME is unable to help, escalate to the Shift Manager as problem occurs:
     *Outstanding client problems
     *Unresolved hardware problems
     *Personnel issues


3.4 MS Exchange Procedures
The loading/unloading of tapes in the Ms-Exchange Server will be done after 1:00 p.m. on the following days
Monday, Wednesday, and Friday. The tapes pulled on Wednesday and Friday will rotate to DR for 4 days and
the tapes pulled on Monday will rotate for 1 month, except the last Monday of the month rotates to DR for 6
months.
1.   Go to the Exchange Server and unload the magazines with the SF (Sacramento Full) brown DLT tapes from
     drives USSAS400 and USSAS401. Please note: Only the first 8 slots in each magazine rotate to DR, the 9th
     slot is a Differential tape that is not to be removed and the 10 th tape is a Cleaning Cartridge that remains
     until the Exchange Back-up team notifies us by email to change it.
2.   See” Loading and Unloading Tape Cartridges for MS Exchange Backup”.
3.   Place the ejected SF (Sacramento Full) brown DLT tapes in an empty case.
4.   Retrieve the range of scratch SF (Sacramento Full) brown DLT tapes indicated on the Ms-Exchange
     Schedule posted on the Ms-Exchange cabinet located on the raised floor.
5.   Remove the tapes from the cases; place the empty cases for the new tapes back in the storage unit.
6.   Insert the SF (Sacramento Full) brown DLT tapes into the appropriate magazine for drives USSAS400 and
     USSAS401. Load the first 8 slots in each magazine with SF brown DLT tapes in numerical order (to
     determine the range use the Ms-Exchange Schedule). The 9th tape is a Differential tape and is not to be
     removed and the 10th tape is cleaning tapes that remains until the Exchange Back-up team notifies us by
     email to change it. See the procedure “Unloading and Loading Magazines in the Ms Exchange Drives”.
7.   Bring the ejected tapes back to the Tape Library and place them in a Vanguard DR box and complete the
     appropriate paperwork for Vanguard.
8.   Then enter the required information about the tapes in the online Ms Exchange backup tape log
     * Access your Ms-Exchange mailbox
     *Open All Public Folders
     *Open Administration Folder
     *Open Exchange Folder
     *Open Sacramento Folder
     *Then Open the mail Subject: Ms-Exchange Log
     *Then double click (open) the Ms-Exchange.xls document

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                                            Fon’s Tape Procedures


     *Then Update with the current information
     *When complete click on file and save, then exit the document
9.   Email ExchangeBackup-AM at Sacramento@examhub.exch.eds.com or page 810-409-6968 if any
     problems occur with the Ms Exchange drives and the on-call Technician will respond. The Tape Library
     does not power down/recycle the drives the on-call Technician must call ext. 4059 here at the SSMC.


3.4.1 Unloading/Loading Magazines in the MS Exchange Drives

3.4.1.1 Unload the Magazine from the Ms Exchange Drive:
1.   Press the Unload button.
2.   When the yellow light goes off, grab the handle of the magazine and pull straight out to remove it from the
     drive.
3.   Then Unload the SF (Sacramento Full) brown DLT tapes from the magazine as described in the “Ms
     Exchange Procedures”


3.4.1.2 Loading the Magazine into the MS Exchange Drive:
1.   Press the Unload button.
2.   When the yellow light goes off, the door will open then insert the magazine straight into the drive and it will
     lock into place.


3.5 DRA Sending and Receiving Procedures
Send tapes to and receive tapes from the Disaster Recovery site. The tapes are stored off-site and shipped to
Disaster Recovery every morning and the tapes being returned to the SSMC from the Disaster Recovery site are
received each afternoon. The Tape Library is responsible for ensuring the DRA reports are printed and the
paperwork is completed and sent to the DRA offsite location daily. In addition, DRA Callbacks are processed
when clients require tapes to be returned to the SSMC (Callbacks are processed as Regular or Emergency). The
SSMC also receives discrepancy reports from the Disaster Recovery site daily; these reports are processed and
verified. The Tape Library is also responsible for the sending/receiving of EOG DRA Canisters and the
Technical Support Container to/from the offsite DRA location.


3.5.1 Process Outgoing DRA Shipment for A-Side, B-Side, C-Side, E-Side, and N-Side
1.   Verify and separate all the Vault Picking and Distribution Listings for the “A” side, “B” side, “C” side, “E”
     side and “N” side.
     Picking List for Vault (0001) – These are the tapes being sent back from the vault to the tape library and
     appear in slot order. This report is sent to the vault.
     Distribution List for Vault (0001) – These are tapes being sent to the vault from the tape library and
     appear in slot order. This report is sent to the vault.
     Picking List for Vault (LIBR) – These are the tapes being sent to the vault from the tape library and
     appear in volser order. This report is kept at EDS.
     Distribution List for Vault (LIBR) – These are the tapes being sent back from the vault to the tape library
     and appear in volser order. This report is kept at EDS.
2.   Upload the DR data onto the TRAKKER scanner, follow the procedure “Uploading/Downloading the
     TRAKKER Scanner” to perform this function. If you are unable to scan due to TRAKKER problems a
     manual verification must be performed.
3.   Then go to the Silo’s and pull the DR tapes and place in Vanguard carts.
4.   On the Vault Distribution Listing (0001) for the A- side tapes the “I, M, F” range will need to be manually
     pulled from the racks in the tape operations area and then scanned.

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5.   On the Vault Distribution Listing (0001) for the B- side tapes the “B” range will need to be manually pulled
     from the racks in the tape operations area and then scanned.
6.   On the Vault Distribution Listing (0001) for the C- side tapes the “X” range will need to be manually pulled
     from the racks in the tape operations area and scanned, the tapes that do not scan need to be manually
     <entered> on the scanner.
7.   Bring the full carts down to the tape library or any designated area for scanning.
8.   Scan the tapes using the TRAKKER scanner. Any tapes that do not scan need to be researched and any
     necessary action needs to be taken.
9.   Upon completion of scanning press the “F1” key, then press “F3” to verify the tapes scanned, if there are
     any missing tapes search for them by checking the file rack, formatting the tape in the silo, checking any
     DYNAM tapes that have not been filed, checking scratch carts, etc. If you are unable to find a tape you will
     need to document the information in the Tape Library Turnover Logbook under the section DR
     Distribution.
10. Make sure all the tapes (G, I, M, F, E, B, N, W, X) are in the Vanguard carts, then complete the DR
    paperwork “Vanguard Vaults Transmittal Form,” keeping Media OPS and Enterprise Operation containers
    on separate transmittals. Also, check to see if there are any other DR box’s that need to go to vanguard and
    include them on the Vanguard Transmittal
11. Place all verified Picking and Distribution Vault Listings (0001) with the transmittals on the Vanguard
    carts.
12. Place all verified Picking and Distribution Vault Listings (LIBR) in the DRA drawer (DOC 02).
13. Then update the Library Turnover Checklist (DOC35) with the required information for DR Distribution.


3.5.1.1 Manually Reprinting Reports for SAIPC1A, B, C, E, N Systems
1.   Log onto the system (A, B, C, E, or N-Side) that you need to reprint any of the DRA reports.
2.   On the command line type 3.4 and edit the following library: TSC1*.TLB.JCLLIB (*= systems you are on)
3.   Locate and select the member PRNTSTD.
4.   Go to the line that reads //SYSUT1 DD DSN=PPRAD.CA1AT.SAIPC1*.DISTREPT.GXXXXv00 (the *
     represents the system that you are on and you need to use the most currant generation on the OS. The
     following are a list of the DRA datasets which you might need to print:
     PPRAD.CA1AT.SAIPC1A.DISTREPT                  distribution report
     PPRAD.CA1AT.SAIPC1A.INVTREPT                  daily inventory report
     PPRAD.CA1AT.SAIPC1A.PICKREPT                  picking report for Vanguard by volser
     PPRAD.CA1AT.SAIPC1A.PICKSLOT                  picking report for Vanguard by slot
5.   After this is done go to the command line and type SUB and hit <enter> to submit the job.


3.5.2 Process Outgoing DRA VM Tape Shipment (D & J Tapes)
1.   The VM Distribution and Picking Listing for the D & J tapes will print on swing’s shift.
2.   Pull the tapes on the Vault Distribution Listing (0001) and place them in a designated location for days to
     process. If there are any missing tapes list them in the Tape Library Turnover Logbook (DOC 35).
3.   Day’s will have a librarian verify and confirm the tapes were pulled correctly.
4.   Then place the tapes, along with the Picking and Distribution Vault Listing (0001) in the vanguard carts.
5.   Print a second copy of the D & J Picking/Distribution Vault Listing (0001) and file in the DRA Drawer
     (DOC 02).


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6.   For the D tapes log-on to VM SA14. At USERID type VMTLIBR, and the password BY.
7.   Next you will be prompted to log-on with your NETID and password.
8.   TYPE ISPF at the ready status.
9.   At the ISPF Menu, type U;3 and <enter> this will bring you into the DR send verification screen.
10. Place an “X” by each volser to show the tapes have been verified.
11. When the volsers have been “X’d” out press <enter> then PF3 and exit the system.
12. For J tapes, Log-on to PHILIPS VM SA 50 and follow the procedures according to step 6 through 11.
13. Then updated the Library Turnover Checklist (DOC35) with the required information for DR Distribution.


3.5.3 Process Incoming A-Side, Centrobe & Chevron DRA Shipment
1.   The Incoming DR canister and carts for the Shared Complexes, Chevron, and Centrobe will be in a
     designated area in the Tape Library/Tape Pool area.
2.   Upload the DR Receives data onto the TRAKKER scanner, follow the procedure “Uploading/Downloading
     the TRAKKER Scanner” to perform this function. If there are problems uploading the data and it cannot
     be resolved in a timely manner then a manual verification of the tapes to the reports must be done.
3.   Scan the tapes using the appropriate TRAKKER scanner for A-side, Centrobe and Chevron any tapes that
     do not have a bar-code label to scan must be entered manually. The tapes labeled D’s and J’s do not upload
     to the scanner, you must follow the procedure “Process Incoming DRA VM Tape Shipment” to process.
     Any tape(s) that do not scan/beep need to be researched and any necessary action must to be taken. Please
     note CDCA is now at Vanguard and is current day, they will need to be verified manually.
4.   Upon completion of scanning press the “F1” key, then press “F3” to verify the tapes scanned, compare the
     missing tapes to the Vault Discrepancy report, if they match then process the missing tape(s) according to
     the Vault Discrepancy Procedures. If there are any tapes missing that are not listed on the Vault
     Discrepancy report you must research by checking to see if the tape(s) is already in-house, if not then notify
     Vanguard to locate and return the tape(s) to EDS.
5.   The tape(s) that do not scan or beep must be researched and any necessary action must be taken.
6.   Canisters labeled as BUMPS must be processed in compliance with the Bumps Procedures.
7.   Then file the tapes sequentially or using SAM in the appropriate locations for A-side (Shared Complexes),
     Centrobe, and Chevron. If filling into the SAM system then follow the procedures in the Tape Operations
     manual for SAM.
8.   Then update the Tape Library Turnover Checklist (DOC 35) with the required information for DR
     Receives.


3.5.3.1 BUMPS Procedures
1.   Format each tape in CA-1 (E;T;T;L;1) to determine its status.
2.   Verify if the tape(s) are out-coded to the vault, or in live status, or in scratch status.
3.   If the tape is out-coded to vault then return it to the DRA off-site location. First you must put a half-moon
     label on the tape with the following information Complex (A-side, SYSA, PUB, etc.), slot number and vault
     then place the tape in the outgoing DRA carts or canister labeled “DR Returns”.
4.   The live tapes that have no slot number (out-coded to DRA) need to be filed in the Tape Operations area in
     the appropriate place.
5.   The scratch tapes place on the appropriate scratch cart in Tape Operations.
6.   Any tape that you are not sure about or is questionable, please ask a Team Lead or experienced Librarian.

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7.   Record the total number of BUMPS processed in the Tape Library Turnover Logbook (DOC 35).


3.5.4 Process Incoming DRA VM Tape Shipment (D & J TAPES)
1.   Unlock storage carts or boxes that contain live D and J tapes. Separate all D and J tapes. DR boxes will
     already have D and J stickers according to their content.
2.   Verify all tapes that were received from DR manually with the copy of the report in the DRA DRAWER
     (02).
3.   Remove any tapes that are not on the report and put aside for research. Format (U;1) the tapes to see if the
     tapes are live, scratch, or returns to DR. To determine if tape is scratch at ready status type VMTAPE
      LIST ?????? (?=volser number).
4.   All receives need to be X’d out by 3:00p.m. Tuesday-Saturday.
5.   For the D tapes, log-on to VM SA14. At USERID type VMTLIBR the password BY.
6.   Next you will be prompted to log-on with your EDSNETID and password.
7.   Type ISPF at the ready status.
8.   At the ISPF menu, type U;4 this will bring you to the DR receive verification screen.
9.   Place an X by each volser to show the tapes have been verified.
10. When the volsers have been “X’d” out press <enter> then PF3 and exit the system.
11. For J tapes, Log-on to PHILIPS VM SA 50 and follow the procedures according to step 5 through 10.
12. Then update the Tape Library Turnover Checklist (DOC 35) with the required information for DR
    Receives.


3.5.5 Manually Printing Vault Listings for DRA VM Systems (D & J Tapes)
1.   Log-on to System SA14 or PROFS/Phillips.
2.   At USERID type VMTLIBR and the password BY.
3.   Next you will be prompted to log-on with your NETID and password.
4.   At the ready screen type FILEL and press <enter>, this will take you to the scratch and vault listings.
5.   TAB to VAULT 14 listing for SA14 system and VAULT50 listing for PROFS/Phillips system then type
     PU335 in the left CMD field and press <enter>.
6.   The vault listing will print at printer U335.
7.   Any problems with accessing system SA14 or PROFS/Phillips system contact RMS at ext. 4010 for HELP
     or password reset.


3.5.6 Technical Support Container
The Technical Support containers, are two paper containers the Disaster Coordinator uses for updates of the
disaster recovery procedures and the containers are labeled PAPER005 and PAPER023. These two containers
will only be rotated upon notification from the Disaster Coordinator. The following procedure is to be followed
when handling the technical support containers:
Sending a Container Out:
1.   The Disaster Coordinator will decide when to swap the updated version of the disaster recovery procedures
     in the paper container located in the Tape Library.




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2.   Upon swapping the documents, the Disaster Coordinator will notify the Tape Library with the time and day
     the paper container needs to be sent to off-site storage. Call Vanguard to have the other paper container
     returned to EDS on the second delivery.
3.   Fill out a transmittal form, with the item number and description, and the date for return is to be held until
     Tape Library calls the paper container back.


3.5.7 Process DRA Callbacks
Upon a client(s) request for a specific tape to be called back from DRA, follow the following steps:
1.   The client must open an on-line callback request, if no on-line callback request can be opened then the
     client must send an email request to the Tape Library for the Shared Complexes (SA23, SA20, SA75,
     SA06). The Centrobe and Chevron DRA callbacks are manual and the SE will need to notify the Tape
     Library by fax or email request.
2.   Advise the client of the charges for emergency callbacks @ Vanguard ($60.00 within 4 hrs) verse a regular
     callback, which is free and returns the next day. All Emergency DRA Callbacks must have the MOC/RC to
     be processed. Also obtain the Vanguard ticket number for the DRA Callback request and then log the
     Emergency Callback request in the DRA Callback Logbook.
3.   Look in table TAPE SHIPPING INTERFACE - D/R RECEIVES E;T;T;L;4 for DRA callback requests.
4.   Document the following DRA Callback requests in the DRA Manual Callback Book (DOC 17):
     *All Emergency DRA Callback requests
     *All Shared Complexes Callback requests that cannot be entered on-line (E;T;T;L;4)
     *All Centrobe DRA Callbacks (Centrobe only does regular callbacks, they will not pay for Emergency
     callbacks)
     *All Chevron DRA Callback requests
5.   Call off-site storage with the volser, complex/vault, and slot number of the tapes. Ask Vanguard to return
     the tapes on the next delivery, unless it is an Emergency. Request Vanguard to label the box as ‘DRA
     CALLBACKS’.
6.   Apply a 7006 (any color) label to the tape with the return date to Vanguard Vaults.
7.   Contact the SE listed on the TSI DRA callback mask or email request and inform them that tape(s) are on-
     site for their use.
8.   Then place the tape(s) on the special DRA callback rack in the tape operations area. The DRA Callback
     rack will be monitored and when the callback date expires format the tape (e;t;1;1) and return to Vanguard.
     Any tapes required to be on-site after 10 days will be removed from the Callback rack and filed into the
     main racks. When the tape is filed back into the main rack it will be written into the DRA Callback log
     (DOC03) and monitored for return to Vanguard.
9.   TSI DRA Callback panels SA23, SA20, SA75, SA06 for DRA Callback request (E;T;T;L;4) needs to be
     checked and updated on a daily basis.
10. To update the TSI DRA Callback panels:
    * C – Call off-site storage and request the tape.
    * I - Change the status to incoming when the tape has been requested from off-site storage.
    * When the tape(s) have been received from off-site storage type RECEIVES on the command line and hit
     <enter>, this will change the status to verified.
    * H - If the tape was not received put on Hold until the tape is received
NOTE: DMS Archive Tapes
There are 3 different ranges of DMS tapes that are kept at the off-site archive location. These tapes are the entire
100,000 series cartridges, the entire 500,000 series cartridges, and selected 600,000 series cartridges. None of
these have been out coded to this location, but they can be if time permits to do the out coding necessary. When
a tape is brought back from archive to be used in a job, the tape needs to be brought back to its archive location

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when the job has completed. For this reason, it is a good idea to keep a record of when tapes are brought back
from archive so the tape librarians can bring them back.


3.5.8 EOG (Enterprise Operations Group) DRA Rotation Procedures.
1.   The mid-range platform tapes for off-site storage will be delivered and stacked by EOG (8mm blue boxes or
     regular boxes) in a pre-determined location every morning prior to Vanguard pickup. EOG determines the
     rotation date and schedule for each DR box.
2.   Tape librarians will complete the Vanguard Vaults Transmittal Form prior to pickup from Vanguard.
3.   If EOG needs more pre-printed labels, the labels are in the following library. Go to the A-Side ISPF menu
     and enter 3.4 on the command line.
4.   On the DSN enter TSC1A.TLB.FORMS.
5.   Tab down to the DSN and enter “E” for edit.
6.   From there locate the following by entering ‘L (member): EOG183, EOG26, EOG2I, EOG2M, EOG20,
     EOG34, EOG3I, EOG3J, EOG5A, EOG5B, EOGMERSW, EOGMERSP, or EOGMERSD and fill out all
     the necessary information.
The following is the DRA Rotation Schedule:
         Healthcare DSS                         SAIPC3H & SAIPC3J rotation out weekly
         Mers                                   rotation out daily, weekly, monthly and 8 years
         Del Monte Foods                        SAIPC5B & p183 rotation out BI-weekly
         Fremont Compensation                   SAIPC5A rotation out BI-weekly
         BlueShield                             SAIPC6A & SAIPC6B rotation out weekly


3.5.9 EOG (Enterprise Operations Group) DRA Incoming Procedures
1.   Bucket’s that are received and labeled AS400 and small blue ES containers should be placed on the EOG
     shelf/table to be picked-up and processed by EOG.


3.5.10 Vanguard Vaults Discrepancies Report
Vanguard Vaults creates a daily Discrepancy Report based on the DR (Disaster Recovery) tapes to be picked
and distributed off-site for each day. The Discrepancy Reports are kept in Doc 40, refer to Appendix A.
Day Shifts Responsibility
1.   Day’s responsibility is the “Distribution Section” of the discrepancy report.
2.   Section “Media on Distribution List that was not sent to Vanguard”.
        Format each Tape to determine its status.
        Locate the tape(s) (i.e.-check to see if it is in the silos, on the file racks, or sent to Vanguard. etc.)
        When the tape(s) is found put a label on the tape with the slot number, vault, and complex then send it
         to Vanguard.
        If the tape(s) is not found do a vault search at Vanguard and open a vantive case within 3 days then
         give turnover to the oncoming shift, follow the Vantive procedure for this process.
3.   Section “Media Received at Vanguard that was not on Distribution List”.
        Format each Tape to determine its status.
        If the tape was sent in error, make sure the tape is returned to EDS and file it in the appropriate place.

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        Indicate who processed the Section by initialing and writing completed.

Swing Shift’s Responsibility:
1.   Swing’s is responsible for the Picking Section
2.   Section: Picking
    Format each tape to determine it’s status.
    If the tape(s) is in scratch status then write scratch on the Picking Section and no further research is
     required.
    If the tape(s) is in live status, verify the tapes(s) are actually on-site at EDS by checking the racks, silos, etc.
     If unable to locate a tape then do a vault search at Vanguard and open a vantive case within 3 days and give
     turnover to the oncoming shift, follow the Vantive procedures for this process. If the tape is at the Drill site
     verify the volser to Drill list and write Drill next to the volser.
    Indicate who processed the discrepancy Picking Section by initialing and writing completed.
Day’s, Grave’s or Swings Responsibility
1.   Section: Miscellaneous/Follow-Up Action
    Check these two sections and perform any function that is listed in them
2.   Indicate who processed the discrepancy Miscellaneous Section/Follow-Up Section by initialing and writing
     Completed.


3.5.11 Newsweek Vault Procedures
The Newsweek vault paperwork is contained in the INFOPAC report (jobname=OPPDPAC). This job creates
four reports the Vault Inventory List, Scratch Listing, Expired Catalog Listing, and Vault Picking and
Distribution Listings. Once a month another Vault Distribution/Picking Listing will be created within the
OPPDPAC job and this report is for the Vital Records New Jersey.
The following steps will occur daily:
1.   Log-on to the A-side and in SAM query the job, jobname=OPPDPAC
2.   Select the job, change the destination to R162, and change the form to 1111 (you may need enter twice to
     make sure the system received the command.)
3.   Load standard wide paper into printer=R162.
4.   In VPS (SA23 only) E;V;1;1;9 change the form to 1111
5.   Separate the reports by report name.
6.   The Tape Library will work the CA-1 Vault Picking/Distribution DR listings
7.   Separate the CA-1 Vault Picking and Distribution Listings
     Picking List for Vault (SSMC) – These are the tapes being sent back from the vault to the tape library and
     appear in slot order. This report is sent to the vault.
     Distribution List for Vault (SSMC) – These are tapes being sent to the vault from the tape library and
     appear in slot order. This report is sent to the vault.
     Picking List for Vault (LIBR) – These are the tapes being sent to the vault from the tape library and
     appear in volser order. This report is kept at EDS.
     Distribution List for Vault (LIBR) – These are the tapes being sent back from the vault to the tape library
     and appear in volser order. This report is kept at EDS.
8.   Pull the volser’s listed on the Distribution List for Vault (SSMC) from the Newsweek racks located in the
     Tape Operations area.


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9.   Then upload the scanner and scan the tapes, the tapes that do not scan; manually <enter> on the scanner.
     Follow the procedure “Uploading/Downloading the TRAKKER Scanner” to perform this function. If
     TRAKKER problems occur and we are unable to scan a manual 2 nd verification must be done. If you are
     unable to find a tape you will need to document the information in the Tape Library Turnover Logbook
     (DOC 35) under the section DR Distribution.
10. Then place the tapes, along with the Picking and Distribution Vault Listing (SSMC) in the Vanguard Carts.
11. File the Picking and Distribution Vault Listing (LIBR) in the DRA drawer.
12. Then updated the Library Turnover Checklist (DOC35) with the required information for DR Distribution.
The following steps occur once a month. This vault is pulled and shipped to Vital Records in New Jersey.
The last Monday of the month a total of 250-320 tapes will appear on the CA-1 Vault Distribution Listing
(NEWS), this occurs over a course of 2 consecutive days, but there maybe a smaller list on the 2 nd day. If the
NEWS distribution report does not run on the last Monday/Tuesday of the month then notify Becky Palease.
Also prior to the 14th of the month a Vault Picking List (NEWS) will print, this listing can be filed in the DRA
Drawer. When New Jersey receives the new tapes for the month; they return the tapes sent the previous month.
1.   Use the CA-1 Vault Distribution Listing (NEWS).
2.   Pull the volser’s listed on the Distribution Listing (NEWS) from the Newsweek racks located in the Tape
     Operations area.
3.   Have a second librarian verify the volser numbers against the report. If you are unable to find a tape you
     will need to document the information in the Tape Library Turnover Logbook (DOC 35) under the section
     DR Distribution.
4.   Box the tapes with the volser range and box number written on each box. Also include the original Vault
     Distribution Listing (NEWS). When boxing the tapes the box cannot weigh more than 50lbs each.
5.   Ship the tapes to Vital Records in New Jersey: FedEx #211480297, business code is ‘VITAL’ (there is a
     folder in the Distribution Area with the labels and FedEx requests in it).
6.   Vital Records will hold these tapes for 1 month and then return to EDS.
7.   Upon receipt of these tapes at EDS they will be filed back into the NEWSWEEK racks.
8.   Call (303) 661-1176 at Louisville Centrobe Center with the total number of tapes being shipped and the
     ship date.
9.   Then update the Library Turnover Checklist (DOC35) with the required information for DR Distribution.


3.5.12 PROD, PUB, and DMS Vault Procedures
1.   Log-on to the A-side and in SAM query the job, jobname=XXXXXXXX (TMSVAULA -PROD,
     TMSVAULB –PUB, TMSVAULC –DMS)
2.   Select the job, change the destination to R162, and change the form to 1111 (you may need enter twice to
     make sure the system received the command.)
3.   Load standard wide paper into printer=R162.
4.   In VPS (SA23 only) E;V;1;1;9 change the form to 1111
5.   Separate the CA-1 Vault Picking and Distribution Listings
PROD Reports
Picking List for Vault (0001) – These are the tapes being sent back from the vault to the tape library and
appear in slot order. This report is sent to the vault.
Distribution List for Vault (0001) – These are tapes being sent to the vault from the tape library and appear in
slot order. This report is sent to the vault.
Picking List for Vault (LIBR) – These are the tapes being sent to the vault from the tape library and appear in


                                               Page 19 of 67
                                             Fon’s Tape Procedures


volser order. This report is kept at EDS.
Distribution List for Vault (LIBR) – These are the tapes being sent back from the vault to the tape library and
appear in volser order. This report is kept at EDS.
PUB REPORTS
Picking List for Vault (0001) – These are the tapes being sent back from the vault to the tape library and
appear in slot order. This report is sent to the vault.
Distribution List for Vault (0001) – These are tapes being sent to the vault from the tape library and appear in
slot order. This report is sent to the vault.
Picking List for Vault (LIBR) – These are the tapes being sent to the vault from the tape library and appear in
volser order. This report is kept at EDS.
Distribution List for Vault (LIBR) – These are the tapes being sent back from the vault to the tape library and
appear in volser order. This report is kept at EDS.

DMS Reports
Picking List for Vault (WNCH) – These are the tapes being sent back from the vault to the tape library and
appear in slot order. This report is sent to the vault.
Distribution List for Vault (WNCH) – These are tapes being sent to the vault from the tape library and appear
in slot order. This report is sent to the vault.
Picking List for Vault (LIBR) – These are the tapes being sent to the vault from the tape library and appear in
volser order. This report is kept at EDS.
Distribution List for Vault (LIBR) – These are the tapes being sent back from the vault to the tape library and
appear in volser order. This report is kept at EDS.
6.   At approximately 9:00 a.m. everyday the Centrobe silos will begin ejecting (PUB – R Range, PROD – S, Y,
     & Number Range, DMS - U Range) tapes that go to DR off-site storage (Vanguard). If the silos have not
     started ejecting, check the doors on the silos and make sure no tapes are in the doors or the eject job will not
     start.
7.   Remove the tapes from the silos.
8.   Scan the tapes using the scanner designated for Centrobe DR; the scanner should already be downloaded
     because Newsweek should have already been scanned, if not follow the procedure
     “Uploading/Downloading the TRAKKER Scanner”. Any tapes that do not scan you must research and take
     any actions necessary to resolve. If TRAKKER problems occur and the tapes cannot be scanned a manual
     verification must be done.
9.   Upon completion of scanning PROD, PUB, DMS, and Newsweek press the “F1” key, then press “F3” to
     verify the tapes scanned. If there are any missing tapes search for them by checking the file rack, formatting
     the tape in the silo, checking any DYNAM tapes that have not been filed, checking scratch carts, etc. If you
     are unable to find a tape you will need to document the information in the Tape Library Turnover Logbook
     (DOC 35) under the section DR Distribution.
10. Then place the tapes, along with the PROD, PUB, and DMS Picking and Distribution Vault Listings in the
    Vanguard Cart and complete the Vanguard Transmittal.
11. Then updated the Library Turnover Checklist (DOC35) with the required information for DR Distribution.


3 5.13 DRA Off-Site Tapes for Chevron

3.5.13.1 Processing Chevron Disaster Recovery (DRA)
1.   At approximately 6:00 a.m. daily the chevron DR job will execute, if the job does not begin to run, you will
     need to check all silo doors to ensure that they are empty and locked.
2.   If the doors are OK, call RMS @ ext. 4010, to see if there are any problems with the silos.




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3.   If RMS sees no problems but DR is still not ejecting, then you will need to contact the Product Admin
     Group line @ 8-365-4400 or pager 810-916-5124.
4.   Once DR has completed ejecting and all tapes have been removed from the silos, check the printer queue
     R162 for jobnames #TMSO1DP/ #TMSO1DO/#TMSO1DC and print these jobs. These jobs are the DR
     Picking/Distribution listings for CDCA CDCJ and SYSA.
5.   If the DR Vault listings are not in the printer queue, check to see if the job ran. For any problems contact
     the Product Admin Group line @ 8-365-4400 or pager 810-916-5124immediately.
6.   If RMS or the Product Admin group sees no problems but DR is still not ejecting, then you will need to
     contact Erich Woods in Tape Support.
        NOTE: Chevron DR #TMS REPORTS break down
COMPLEX                NAME                  JOBNAME                VAULT NAME                 ACCT
                                                                                               NUMBER
SYSA                   Chevron Park          #TMS01DP               07      08A    DR1         5145
CDCA                   Concord South         #TMS01DO               02      03A    DR2         5187
CDCJ                   Concord North         #TMS01DC               C2      C3     DR3         5374
Break down all the #TMS jobs by separating all reports.
Anything in open parameters () with a number, goes to DRA Off-site Storage, those with LIB and LIBR, stay
on-site.


3.5.13.2 SYSA, CDCA, and CDCJ Disaster Recovery (DR) Process
1.   Separate the SYSA Distribution/Picking reports Vault and LIBR copies
     Distribution List for Vault (07), (08A), and (DR1) - These are the tapes being sent to the vault from the
     tape library and appear in slot order. This report is sent to the vault.
     Picking List for Vault (07), (08A), and (DR1) - These are the tapes being sent from the vault to the tape
     library and appear in slot order. This report is sent to the vault.
     Distribution Lists for Vault (LIBR) - These are the tapes being sent back from the vault to the Tape
     Library and appear in volser order. This report is kept at EDS.
     Picking List for Vault (LIBR) - These are the tapes being sent to the vault from the tape library and
     appear in volser order. This report is kept at EDS.
2.   Separate the CDCA Distribution/Picking reports Vault and LIBR copies.
     Distribution List for Vault (DR2), (03A), and (02) - These are the tapes being sent to the vault from the
     tape library and appear in slot order. This report is sent to the vault.
     Picking List for Vault (DR2), (03A), and (02) - These are the tapes being sent from the vault to the tape
     library and appear in slot order. This report is sent to the vault.
     Distribution Lists for Vault (LIBR) - These are the tapes being sent back from the vault to the Tape
     Library and appear in volser order. This report is kept at EDS.
     Picking Lists for Vault (LIBR) - These are the tapes being sent to the vault from the tape library and
     appear in volser order. This report is kept at EDS.
3.   Separate the CDCJ Distribution/Picking reports Vault and LIBR copies
     Distribution List for Vault (C2), (C3), and (DR3) – These are the tapes being sent to the vault from the
     tape library and appear in slot order. This report is sent to the vault.
     Picking List for Vault (C2), (C3), and (DR3) – These are the tapes being sent to the vault from the tape
     library and appear in slot order. This report is sent to the vault.
     Distribution Lists for Vault (LIBR) - These are the tapes being sent back from the vault to the Tape
     Library and appear in volser order. This report is kept at EDS.
     Picking Lists for Vault (LIBR) – These are the tapes being sent to the vault from the tape library and
     appear in volser order. This report is kept at EDS.


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4.   At approximately 6:00 a.m. everyday the Chevron silos will begin ejecting SYSA, CDCA, CDCJ tapes that
     go to off-site storage. Remove the tapes from the silos
5.   Upload the DR data onto the designated TRAKKER scanner, follow the procedure
     “Uploading/Downloading the TRAKKER Scanner” to perform this function. If TRAKKER problems occur
     and you cannot scan a manual verification must be done.
6.   Scan the tapes and any tapes that do not scan need to be researched and any necessary action needs to be
     taken.
7.   Upon completion of scanning, press the “F1” key, then press “F3” to verify the tapes scanned. If there are
     any missing tapes, search for them by checking the file rack, formatting the tape in the silo, checking any
     DYNAM tapes that have not been filed, checking scratch carts, etc. If you are unable to find a tape you will
     need to document the information in the Tape Library Turnover Logbook (DOC 35) under the section DR
     Distribution.
8.   Separate the tapes by account SYSA (5145), CDCA (5187), CDCJ (5374) then Vault (08A, 07, DR1, etc).
     Place the SYSA, CDCA and CDCJ tapes in the DRA carts in account order then label the beginning ten
     pack for each account and vault (5145-07, 5187-08A, 5374-C2, etc).
9.   Place all the SYSA, CDCA, and CDCJ Picking and Distribution Vault Listings with the DRA carts.
10. Get a Vanguard DRA Transmittal form and complete it with the necessary information.
11. Place the DR carts in a designated area to be picked up by Vanguard. When Vanguard picks-up the tapes
    file the Yellow DRA Transmittal in the Vanguard Transmittal Book (DOC 07).
12. Then file all Distribution and Picking List for Vault (LIBR) in the DRA Drawer.
13. Then updated the Library Turnover Checklist (DOC35) with the required information for DR Distribution.


3.15.13.2.1 Reprinting Chevron DRA Reports
1.   Log on to the appropriate chevron System SYSA, CDCA, or CDCJ.
2.   At the ISPF Primary Option Menu TYPE 3.4 and <ENTER>.
3.   At the Dataset List Utility Screen TAB to the DSNAME Level and type SYS3.TAPE.JCLLIB and
     <ENTER>.
4.   Then EDIT (E) the file SYS3.TAPE.JCLLIB.
5.   At the command line locate (L) the appropriate member VAULSYSA, VAULCDCA, or VAULCDCJ.
     Example – L VAULSYSA
6.   Select (S) the member VAULSYSA, VAULCDCA, or VAULCDCJ
7.   Type RES on the command line and <ENTER>.
8.   TYPE SUB on the command line and <ENTER>.
9.   The report will begin printing on the U335 printer.


3.5.13.3 Receiving DR Tapes from Vanguard
1.   The driver will hand you a DRA Transmittal to be signed.
2.   Verify you received the canisters/carts indicated on the transmittal.
3.   Write down on the DRA Transmittal any missing canisters/carts.
4.   File the DRA Receipt Transmittals in the Vanguard Transmittal Book (DOC 07).




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5.   Then place the canisters/carts in the designated area for further processing. The carts/canisters will be
     processed in compliance with the appropriate procedure for that task (DR Receives, Bumps, EOG
     Canisters, etc).


3.5.13.4 Recalling Tapes from Houston
1.   Check the chevron mailbox for a request.
10. Open the request to obtain the volser numbers to callback from Houston.
11. Send Tom Shelton (TRSH@chevron.com) and George Gordon (DLGG@chevron.com) and email
    requesting the tapes be sent to the SSMC from Houston.
12. After getting confirmation from Tom or George that the tapes will be shipped to the SSMC, send the SSMC
    - Tape Library and the Client an email stating that the tapes will be on-site in 2 days.
13. Log the callback request in the DRA Callback Book (DOC 17) and attach the email request to it.
14. Once the tape(s) has arrived notify the SSMC - Tape Library and the Client via email the tapes are on-site
    and ready to be processed.
15. Place a 7006 label (any color) on the tape with the retention period
16. Take the tapes up to the Chevron Tape Operations area and inform the Tape Operator that there are
    callback tapes from Houston that will be processed soon.
17. When the retention period expires return the tape to Tom Shelton or George Gordon at Houston.


3.5.13.5 Processing VM Backup Canisters for Chevron (Receiving Arch Canisters)
Backup Canister Schedule (VM Backup Tapes) these canisters are clearly marked with the following
information:
Archive Number: Arch #
Account Number: 5145 or 5187
CP, HO, or CO : Chevron Park (SYSA), Houston (CDCA) or Concord (CDCA)
Volser Range   : (###### - ######) Specifies the exact range of tapes which belong to each canister
1.   Unlock all Archive Canisters.
2.   At a Chevron Master Console on the command line type F SLS,ENTER xxx:xx. (x=silo address : cap door)
3.   Enter tapes into the Chevron Silo Cap doors and close doors once finished emptying archive canisters.
4.   At the same Chevron Master Console on the command line type F SLS,DRAIN xxx:xx (x=silo address :
     cap door).
5.   Store Archive Canisters in the small alcove between Chevron silos.


3.5.13.6 Processing VM Backup Canisters for Chevron (Silo Ejected Archive Tapes)
1.   Retrieve empty Archive Canisters from small alcove between Chevron silos.
2.   Separate ejected tapes into the proper Archive Canister according to the canister numbers, volser ranges,
     and account codes.
3.   Verify canisters have been loaded properly.
4.   Lock canisters and place them in the designated area to be picked-up by DRA off-site storage.
5.   Fill out the DRA Transmittal for each separate account being sent to off-site storage.
6.   File the paperwork in the proper transmittal binder. (DOC07- Vanguard Transmittals)


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3.6 Electronic Transmission of Tapes to Off-site Storage (Bar-Code PC)
The intent of these work group procedures is to instruct Tape Librarians on how to transmit these daily reports
to our off-site storage vendor Vanguard Vaults. These reports are currently on-line on the SAIPC1A complex
and are to be downloaded onto the bar code PC. The process involves various IRMA Scripts, some manual data
manipulation and the use of a special ‘PC to PC’ file transfer software known as PCANYWHERE. These file
transmission need to occur at 0800 daily. The entire process should take anywhere from 10 to 15 minutes or
less.


3.6.1 Stop Bar-Code Script
Desc: This script is always running it supports the current TRAKKER System. The script needs to be stopped in
order to allow other file transfer scripts to execute. Bar-Code Script is re-started when all files have been
successfully transmitted to Vanguard Vaults.
Bar Code PC Instructions:
1.   ALT-TAB to IRMA Workstation: Quick Script - [BAR CODE. ISX: RUN] window.
2.   Using the PC mouse CANCEL script.


3.6.2 IRMA Workstation
1.   ALT-TAB to IRMA Workstation 3270: Terminal
2.   Type Logoff and hit <enter> twice.


3.6.3 Execute Vanguard Files Script
Desc: This script will begin transferring files from the mainframe to Bar-Code PC under directory C1065.
Bar-Code PC Instructions:
1.   ALT TAB to Program Managers Window.
2.   Using PC mouse “double click” on Vanguard File icon.
3.   Wait till alert “Local File XMISSION complete! Begin PC-anywhere Host to Host session".
4.   Using PC mouse press ‘OK’ button.


3.6.4 Validate File Dates
Desc: This process is performed to ensure the most current files are being transmitted to Vanguard
Bar Code PC Instructions:
1.   ALT TAB to Program Managers Window.
2.   Using PC mouse “double click” on File Manager icon.
3.   Select the C1065 directory.
4.   Ensure the files have the current date prior to transmission.
     Example: Click on SSMC1B file to highlight;
               Click on FILE; Click on RENAME,
               In the box labeled To: type ssmc1b.txt and click the OK icon
               Double click on the file ssmc1b.txt then arrow down until you see the current date, then
               File Exit from the Notepad SSMC1B.TXT
               Then click on FILE again, then click on RENAME again, then type in the box labeled To:
               ssmc1b and click the OK icon
               Then click on FILE then Exit
5.   If not, re-execute STEP 3.

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6.   Exit File Manager.


3.6.5 Transmit PC Files to Vanguard Host Using PCAnywhere
Desc: File transfer application will be called to execute Automated Procedure that logs onto vendors host system
and electronically transfers all files.
Bar Code PC Instructions:
1.   Using the mouse “double click” on Dial-up to Vanguard icon.
2.   Press <ENTER> at ‘Call PC anywhere Host’ (this area is shaded in gray).
3.   Using arrows next to enter key, select ‘Automated Procedures’ and press <enter>.
4.   At Automated Procedures select ‘vanguard’ and press <enter>.
5.   Select ‘EXECUTE PROCEDURE’ and press <enter>.
6.   At the prompt “ENTER LOGIN”, <enter> EDS.
Note: This process will dial-up and connect to Vanguard’s Host PC and begin to download all files located in
the C1065 directory. This process can take between 10-15 minutes...be patient. When file transmissions are
complete session will disconnect; operator is to wait for the AP Options for Vanguard window to re-appear.
1.   At ‘AP Options for Vanguard’ window press ESC.
2.   At ‘Automated Procedures’ window press ESC.
3.   At ‘Call PC anywhere Host’ using arrow keys select EXIT then press <ENTER>.
4.   At ‘EXIT PC anywhere’ window select YES then press <ENTER>.


3.6.6 Restart Bar-Code PC Script
Desc: Process restarts BAR CODE Script and restores system to be used by TRAKKERS.
1.   At Program Managers Window using PC mouse ‘double click’ on QSCRIPT BARCODE icon.
2.   ALT TAB to ProComm for Windows application.
3.   Electronic transmission of tape off-site storage reports is complete.
4.   Note: If any ABENDS occur please write the ABEND or a description of the ABEND on the grease board
     under “Bar-code PC”.


3.6.7 Manual Download of DR on PC
1.   From the primary Option Menu ALT+TAB to the IRMA WORKSTATION 3270 TERMINAL screen.
     Insure that you have a ready prompt before you begin.
2.   The generation for that day is found by typing at the ready prompt ‘ISPF’ at the Primary Option Menu type
     ‘3.4’. On the data set name line enter the following: PSC1A.TLSMA.SA1*.VANGUARD.REPORTS. Edit
     the last GDG of each of the separate data sets and insure that it is the one for that day, write down the
     generation to enter in the file transfer program. You must PF3 back out to the ‘ready’ prompt before you
     can begin the file transfer.
3.   Repeat step 2 to edit the data sets for Chevron and Centrobe. The data sets for Chevron are:
     PSC1A.TLSMA.****.VANGUARD.REPORTS. The data sets for Centrobe are:
     PSC1A.TLSMA.N4S*.VANGUARD.REPORTS. (The stars indicate to fill in the correct domain: SYSA,
     etc.).
4.   Click on the word ‘File’ on the top tool bar; choose ‘File Transfer’ a box should appear. Choose ‘settings’
     then ‘File transfer Program’ then ‘IND$FILE’. Go back to ‘settings’ choose ‘environment’ and ‘TSO’. Go


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     back to ‘settings’ and choose ‘Options’ and mark “ASCII’ and ‘CRLF’ and insure it is set for ‘8 byte’ then
     click ‘OK’.
5.   In the ‘Direction’ box after you have completed the settings it should be set up with ‘Receive from host’
     then go to where it says Host files ‘Host Data Set’ should read the following:
6.   (Note: always change the Host data set name first and Insure that the destination directory is C:\C1065)
7.   To transfer, you must enter the following in the ‘Host Data Set Name’:
     ‘PSC1A.TLSMA.SA1*.VANGUARD.REPORTS.G####V00’, in the PC File name ‘SAIPC1*’. Now hit
     the transfer button. After you receive the transfer complete message go on to the next file. NOTE: The
     stars represent the system that is being transferred, (A, B, C, E or N Side).
8.   To transfer Chevron and Centrobe, repeat step 7. Use the data sets found in step 3.
9.   To transfer the VX-side you must enter in the ‘Host Data set Name’ the following:
10. ‘ZZX4RW.VAULT14.LISTING’, in the PC File name ‘SAIPC1V’. Now hit the transfer button. After you
    receive the transfer complete message go on to the next file.
11. When you have finished the transfer go back to File manager to check as normal that you have the correct
    information for that day. Continue as normal with the transfer of files.


3.7 Using the Scanners
The uploading/downloading of the Bar-Code PC/TRAKKER scanners for the verification of incoming/outgoing
DRA and the processing of returned tapes. Also if problems occur with the scanners reference
Trouble/Shooting the scanners and if the problem still cannot be resolved refer to Tape Support.
1. If the scanner is turned on and it reads “Intermec Corporation c1985” then “Ready”. The following is the
    procedure to reset the scanner for use.
2.   Press CTRL and the ENTER button at the same time then press “B” and the scanner main menu should
     appear, if not, turn off and attempt again.
3.   This will bring up the “SAIPC MAIN MENU”. The following is a list of the options:
     F1 – To access the DR sends menu (outgoing DR).
     F2 – To access the DR receives menu (incoming DR).
     F3 – To access the shipper menu, which is not currently used by tape library, so there is no need to go to
     this menu.
     F4 – To access the tape function menu (processing return tapes).
4.   To process DR sends refer to “Uploading/Downloading the TRAKKER Scanner” and the appropriate
     “DRA Sending and Receiving Procedure.”
5.   To process DR receives refer to “Uploading/Downloading TRAKKER Scanner” and the appropriate “DRA
     Sending and Receiving Procedure”.
6.   To Process Returns refer to “Process Returned Tapes”.


3.7.1 Uploading Sends/Receives on the TRAKKER Scanner
1.   Do the file transfer of DR to Vanguard Vaults (see Electronic Transmission of Tape Off-site Storage
     Reports).
2.   To upload the TRAKKER for DR SENDS/RECEIVES.
3.   Go to SAIPC MAIN MENU, then press (F1)-(DRSEND) or (F2)-(DRRECV).
4.   Select the one of the following SENDS options
     *Press (F1) for (GIBC) Chevron
     *Press (F2) for (MNZ) Centrobe
     *Press (F3) for (ALL) A-,B-,C-,E-, N-side

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     Select the one of the following RECEIVES options
     *Press (F1) for (LIVE) Chevron
     *Press (F2) for (SCRATCH) Centrobe
     *Press (F3) for (ALL) A-,B-,C-,E-, N-side
5.   Press (F1) for (File). If there is any other information in the TRAKKER it needs to be cleared.
6.   It will prompt you to either keep or clear this information. Always clear previous information.
7.   Press (F2) to (CLEAR) the TRAKKER.
8.   Press <ENTER> to get back to the sends-all main menu.
9.   Press (F1) for (FILE).
10. Press (F1) to (Get Checklist).
11. Go to PC, (In Pro-COMM Plus for Windows) click right side of the mouse on the SSMC button and insure
    the switch box is on TRAKKER.
12. Place the TRAKKER in the docking port and press <ENTER>.
13. Verify the number of tapes uploaded matches the number of tapes for the complex 1A, 1B, 1E, and 1N
    sides, Centrobe, or Chevron. The Distribution/Picking Reports will give you this number.
14. After scanning DR press the “F1” key, then press “F3” to verify the tapes, if there are missing tapes search
    for the tapes and if found scan the tape. If you are unable to find a tape you will need to document the
    information in the Tape Library Turnover Logbook under the section DR Distribution.


3.7.2 Trouble Shooting the Scanners
1.   Reboot the Bar-Code PC.
2.   Refer to ‘PSC1A.TLBBC.DOCLIB (GENERAL)’ for a list of jobs, which are required for the scanner
     records to be available.
3.   Contact Batch Execution to help determine which jobs need to be run. “A” Side, “B” Side, "C" Side, “E”
     Side and “N” Side jobs all need to be checked (Batch Execution will “force” in any jobs that need to be
     run).
4.   Batch Execution will contact the Tape Support person via voice mail after all jobs have run.
5.   If the job ABENDS, the Tape Support person will attempt to determine why the job(s) ABENDED. The
     most common reason for a job ABEND is password expiration.


3.8 Catalog Foreign Tapes
Tape Librarians catalog foreign tapes, this allows the tapes to be further processed by the client. The foreign
tapes will arrive throughout the day and the tape librarians will catalog the foreign tapes as soon as they arrive.
Follow the steps below when performing this procedure:
1.   When the mail arrives open all boxes/packages and sort the tapes according to the dataset name.
     *Be careful; sometimes account’s send out-of-house (return) tapes with foreign tapes to be cataloged. To
     process returned tapes, see the procedure, “Process Returned Tapes”.
2.   Inspect all cartridges and round reels received, follow the procedure “Inspection of Tapes”.
3.   Keep all paperwork received with the foreign tapes.
4.   Identify foreign tapes by distinguishing information such as DSNAME and account name.
     *Any unidentifiable tapes keep the shipping labels & follow the procedure “Foreign Tape's that Lack
     Information”.


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5.   Catalog the foreign tape(s) by using the procedure “Cataloging Tapes Using the CA1 Cataloger” or
     “Cataloging Tapes Using TMS Build”.
6.   After cataloging the foreign tape, take the foreign tape up to the tape operations area and file the tape in the
     victor racks. If there is a duplicate victor number remove and place in the CTPG Bucket located in the
     Tape Library.
NOTE: When cataloging, refer to the chart below for specifications regarding tape identification in the JCL.
TRTCH
80 = 9 Track Tape
C0 = 18 Track 3480 Cartridge
E0 = 36 Track 3490 Cartridge
E1 = 36 Track 3490E Cartridge
DEN
C3 = 1600 BPI (9 Track)
D3 = 6250 BPI (9 Tack)
E3 = 38K (18 Track)
E7 = 38KC (36 Track)
LABEL
01 = NL (Non-Label)
02 = SL (Standard Label)
04 = NSL (Non-Standard Label)
10 = BLP (Bypass Label Processing)
All other codes can be found in the CA-1 Systems Programmer Guide Appendix A.


3.8.1 Inspection of Tapes Received
Inspection will constitute a visual observation of the cartridge or round reel tape for the following problems: To
determine if the subject tape has a crack in any part of the tape housing/reel hub, or if any pieces are missing.
Inspect for missing leader blocks, tape leaders, labels or important tags.
1.   Inspect all incoming tapes:
2.   The Tape Librarian determines whether the tape(s) is good or damaged.
3.   If the determination is good, proceed as normal.
4.   If the determination is bad, proceed as follows:
     *If the damaged tape(s) is a round reel tape transfer to a new hub. This will enable us to process the tape as
     normal.
     *If the damaged tape(s) is a cartridge the Tape Librarian will need to contact the SE to recreate the tape(s).


3.8.2 Foreign Tapes that Lack Information
Tapes received by the Tape Library lacking information will prompt a librarian to contact the client for the
information necessary to catalog the tape(s) into our system.
1.   Upon receipt of the tape(s) retain the box or envelop with the vendor address, if there is no identifying
     globules or transmittal with the tape(s).
2.   If unable to identify the DSNAME to process the tape(s), use the client transmittal or shipping
     label/package to obtain a client phone number and contact the client for instructions.

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                                           Fon’s Tape Procedures


3.   If unable to locate client phone number or information return the tape to the address on the paperwork
     received.
4.   Also document the receipt of a mystery tape in the Tape Library Turnover Logbook (DOC 35).


3.8.3 Cataloging Using TMC Build
Log-on to the appropriate system SA23 (A-side), SA20 (B-Side), SA75 (C-Side), or SA06 (E-Side)
1.   Find the Foreign Tape Mask (E;T;T;L;2) and type in the dataset name on the external DSN line or enter the
     internal volser number on the INT volser line and press <enter>. Please note if there is no mask, you must
     contact the SE to create one and wait until the mask has been entered on the system to catalog.
2.   Browse (B) the Foreign Tape Mask for special instructions and print the mask.
3.   Once the mask has been printed, the following information will be written on the printed mask: Today’s
     date, the assigned victor number, internal volser number, generation number (if required) and any other
     necessary information. *If the tape requires a GDG then check the O.S. (3.4 on the Primary Option Menu
     Command Line), next type the cataloged dataset name on the DSNAME Level line and press <enter>, then
     choose the next available GDG number.
4.   At the ISPF Primary Option Menu enter E;T;1.
5.   Enter 1 and tab down to password and enter “EDSSYSP”.
6.   Then format a range of victor numbers higher than V00350, select the victor number(s) you are going to
     use, remember they must be in delete status. Please note you cannot use a victor number below V00350,
     because they are reserved for the CA-1 Cataloger and will cause problems with the tape you cataloged.
7.   Tab down to “BUILD New TMC Record” and <enter> ‘yes’.
8.   <Enter> the following fields as follows:
     *All the following information required is found on the printed copy of the cataloging mask
     A) Base Volume                  Enter the Victor Number Chosen
     B) TRTCH                        18tk (for 18 track)
                                     36tk (for 36 track)
                                     9trk (for round reels)
     C) Label Type                   SL (for standard label)
                                     NL (for non-label)
     D) Density                       38K (for 18 track)
                                     38KC (for 36 track, compressed)
                                     1600 (for 9trk-round reel)
                                     6250 (for 9trk-round reel)
     E) AVIS                         YES
     F) Foreign                      YES
     G) Actual Volume                Internal Actser Number of the Tape
     H) User Acctg                   Access Code
     I) File Name                    Catalog Data Set Name
     J) Expiration Date              Date the tape will expire, enter in YYYY/DDD (i.e. 1998/287
                                     Julian Date Format)
     K) Record Format                Rec Format (use U or what is indicated on the printed mask)
     L) Record Length                Rec Length (use 0 or what is indicated on the printed mask)
     M) Block Size                   Blk Size (use 0 or what is indicated on the printed mask)
     N) Catalog File                 YES/No (to catalog to the OS)
     O) Creation Jobname-            IPC Job Name
9.   For Multi Volume data sets, proceed to step 10. For Multi-File volumes, proceed to step 11. Otherwise
     proceed to step 13.



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10. For a Multi-Volume data set, (a dataset that resides on more that one volume) enter “V” on the command
    line. Enter the volume number (internal actser number) in the order to be cataloged by putting an “A” and
    at the CMD line, tab over and enter the volser and hit <enter>.
11. Once you have entered all of the volumes on the dataset, PF3 (End) back to the TMC build screen and
    proceed to step 14.
12. For a Multi-File tape, (multiple datasets that reside on a single volume), enter “F” on the command line.
    Enter an “A” at the CMD line, tab over and enter the filename (Dataset Name), Record format, Blocksize,
    Record Length, Creation Jobname.
13. Once you have entered all of the files required to be on the tape, PF3 (End) return to the TMC build screen
    and proceed to step 14. (If it is a multiple file, it will be indicated on the mask and they will give all the
    dataset names and data required to be cataloged)
14. Type “SAVE” on the command line and <enter>. Then write down the corresponding victor number(s) on
    the printed mask.
15. Format the tape to ensure that the tape was cataloged correctly.
16. If cataloged to the O.S. type 3.4 at the Primary Option Menu and enter, then on the DSNAME level enter
    the cataloged dataset name (ex. PMCAL.MCDDR.TPMAGASC). Verify the tape is cataloged to the O.S.
    correctly (listc ent(/) all ).
17. Check the printed cataloging mask to ensure that all of the special instructions are completed.
    *If a copy job is required then follow the procedure “Manual Copyjob”, when performing a copy job.
    Write the copyjob name, number, and sysut1 records read & sysut2 records written on the printed mask.
    *If a phone call to the SE is required, then call the SE and note it on the printed mask the date/ time called
    and if a message was left or contact made.
18. Any time you have problems cataloging to the O.S., copyjobs, or the data on the Mask seems to be
    incorrect, you must contact the SE to resolve the problem, the phone number is located on the printed copy
    of the mask. Also, document the time, name of person spoken to, and outcome of the call on the printed
    mask.
19. Label the tape with the corresponding colored label (SA23-white, SA20-blue, SA75-green, SA06-yellow).
    On the cartridge place the label on the diagonal surface next to the spine.
    On a round reel, place the 7006 label on the round reel strap and he 3406 label with the same victor number
    on the face of the reel
20. Take the tapes up to the to the victor cartridge/reel master racks, if there are any duplicate victor tapes pull
    them and place in the CTPG bucket located in the tape library.
21. File the printed cataloging mask/transmittal in the corresponding Transmittal Quality Record Book.
    (Medical, All Other Transmittals, State Controllers, World Savings, etc.)
Bangkok and Korea
The Tape Library will receive the following two sets of Korea and Bangkok tapes once a week, one set of
 tapes from Bangkok and one set from Korea:
     Bangkok – PSIGS.NIADT.BAV1.XSI1ACTB (Primary) and PSIGS.NIADT.BAV1.BSI1ACTB
     (Backup)
     Korea – PSIGS.NIADT.XSI1ACTK (Primary) and PSIGS.NIADT.BSI1ACTK (Backup)
1. Clean the primary sets of Korea and Bangkok cartridge tapes.
2. Log-on to system SA20 (B-side).
3. Search for the masks by entering the following in the INT Volser field:
     *PST??? - for Bangkok
     *KOR??? - for Korea
4. Catalog the primary cartridges only. For the Korea tape the lower internal actser is the primary tape and for
     Bangkok the primary tape is XSI1ACTA. Please note Bangkok and Korea is now cataloged as 36 Track.


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                                              Fon’s Tape Procedures


5.   Contact Batch Execution the PHILLIPS Cycle Monitor and give them the victor number assigned to the
      primary Bangkok and Korea cartridge tapes.
6.    Hold onto the backup tapes, until the job is complete, then place the backup tapes in the CTPG bucket for
     graves to process and send back. If the back-up tapes are required to be used you must clean the tapes.

World Savings
1.   Log-on to system SA75 (C-side).
2.   Catalog the tapes before 12:00 p.m.
3.   Search for the mask by using the following Dataset Name:
         SMS.OFFSITE.EDS.IMSTMWO and SMS.OFFSITE.EDS.DPXFR
4.   World is not a GDG, nor is it cataloged to the O.S.
5.   World is cataloged as 36TRK tapes
6.   If you receive 2 sets of World tapes, catalog the oldest first, then the 2nd set, do not catalog the 2nd set until
     the first set has run and the RDAR tape is on the shipper.
7.   Write the date on the label of the tapes received, on the print screen of the cataloging mask.
8.   Contact the Batch Execution World Cycle Monitor and give them the victor number and jobname, so they
     can run the job. Please indicate the time and name of person in Batch Execution that was contacted on the
     screen print.
9.   After the SMS.OFFSITE.EDS.IMSTMWO, Job DSWD2150 has run, you will need to check the job and
     ensure the RDAR tape(s) was created and write the RDAR volser number(s) on the screen print of the
     cataloging mask.

Del Monte/American Express
1.   Log-on to system SA20 (B-side)
2.   Search for the mask by using the following Dataset Name:
     SDMAP.CCI623.CC.RECONCIL.TAPED
3.   Contact the Batch Execution Del Monte Cycle Monitor and have them DEMAND IN JOB DMFCFE05,
     SCHID=16, then note on the mask the Cycle Monitor’s Name, Date, and Time called.
4.   Contact the SE, per special instructions and note the Date, Results, and Time called.

3.8.4 Cataloging Tapes Using the CA-1 Cataloger
Please Note: You can only catalog SA23 system tapes, using the CA1 Cataloger
Log-on System 23
1.   Find the Foreign Tape Mask (E;T;T;L;2) and type in the dataset name on the external DSN line or enter the
     internal volser number on the INT volser line and press <enter>. Please note if there is no mask, you must
     contact the SE to create one and wait until the mask has been entered on the system to catalog.
2.   Browse (B) the Foreign Tape Mask for special instructions and print the mask.
3.   Once the mask has been printed, the following information will be written on the printed mask: Today’s
     date, the assigned victor number, internal volser number, generation number (if required) and any other
     necessary information. *If the tape requires a GDG then check the O.S. (3.4 on the Primary Option Menu
     Command Line), next type the cataloged dataset name on the DSNAME Level line and press <enter>, then
     choose the next available GDG number.
4.   Open the Cataloger by ‘double clicking” on the CA1 Cataloger Icon.
5.   In the Account Field type the preset name? (Ex. MEDICAL, MCS, etc.) With the mouse click apply.
6.   In the Presets Box click on the preset name? (Ex- ASCII, AD542TBN) and all preset information will
     appear.
7.   Verify the “Auto Fill” field has a checkmark in it. The checkmark will automatically assign the victor
     number.



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8.   Then verify the following Preset Information that appears on the screen is correct:
     Gen=Generation *If required
     Expdt=Expiration date
     Cdate=Creation date
     Acct=Access code
     Actvl1=First five numbers of the internal actser
     Actvl2=The last number of the internal actser
     Label=02 (SL)/01 (NL)
     Den=Density
     Trtch=Truncation
     Cjob=Creation job name
     Volser=Volser Sequence
     Device Name
     Flag4 setting
     OS catalog
     *The above information can be verified against the cataloging mask, the specifications for Density, Label,
     and Truncation are listed under the procedure “Catalog Foreign Tapes”
9.   Click the “Submit” ICON.
10. Click “Okay”.
11. ALT TAB to Irma, system SA23.
12. From EXTRA on the command line type the submit command (TSO CCAT2 S), to submit the cataloging
    request press <enter>.
13. Format the tape to ensure that the tape was cataloged correctly.
14. If cataloged to the O.S. type 3.4 at the Primary Option Menu and <enter>, then on the DSNAME level enter
    the cataloged dataset name (ex. PMCAL.MCDDR.TPMAGASC). Verify the tape is cataloged to the O.S.
    correctly (listc ent(/) all ).
15. Check the printed cataloging mask to ensure that all of the special instructions are completed.
    *If a copy job is required then follow the procedure “Manual Copyjob”, when performing a copy job.
    Write the copyjob name, number, and sysut1 records read & sysut2 records written on the printed mask.
    *If a phone call to the SE is required, then call the SE and note it on the printed mask the date/ time called
    and if a message was left or contact made.
16. Any time you have problems cataloging to the O.S., copyjobs, or data on the Mask seems to be incorrect,
    you must contact the SE to resolve the problem, the phone number is located on the printed copy of the
    mask. Also, document the time, name of person spoken to, and outcome of the call on the printed mask.
17. Label the tape(s) with the corresponding colored labels SA23-white, SA20-blue, SA75-green, SA06-yellow.
    *On the cartridge place the label on the diagonal surface next to the spine.
    *On a round reel, place the 7006 label on the round reel strap and he 3406 label with the same victor
     number on the face of the reel.
18. Take the tapes up to the to the victor cartridge/reel master racks, if there are any duplicate victor tapes pull
    them and place in the CTPG bucket located in the tape library.
19. File the printed cataloging mask/transmittal in the corresponding Transmittal quality record book.
    (Medical, All Other Transmittals, State Controllers, World Savings, etc.)
Listed below is a table of the most frequently received Accounts that are cataloged using the CA1
Cataloger:
*There are other tapes received that can be cataloged using the CA1 cataloger
*Also, please note all of the Account’s listed below can be cataloged using the procedure “Cataloging Using
TMC Build”.


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MEDI-CAL
                   Account          Preset                                                           Catalog
Tapes              Name             Name           Dataset Name (DSN)                       GDG      O.S.
ASCII Tapes        Medical          ASCII          Pmcal.Mcddr.Tpmagasc                     Yes      Yes
EBCDIC Tapes Medical                EBCDIC         Pmcal.Mcddr.Tpmagebd                     Yes      Yes
Sin Tapes          Medical          Sin            Tmcal.Mcddr.Tpclmsin                     Yes      Yes
     *Two Types of production media round reels and cartridges.
     * ASCII and EBCDIC cartridges are cataloged as 36TRK.
     *Write the victor number assigned the tape on the MediCal Transmittal Form.
     *File the white copy of the transmittal in the MediCal Transmittal Book.
     *Place the yellow copy of the transmittal on the MediCal shelf.

FAPS
                  Account         Preset                                                             Catalog
Tapes             Name            Name         Dataset Name (DSN)                              GDG O.S.
                                  Use the last
FAPS              PFAPS           node of the Use the dataset name on the FAPS                 Yes   Yes
                                  DSN          transmittal and locate the mask
    *The Tape Library will receive FAPS tapes every afternoon Monday – Friday, there will be 2 transmittals
    to sign, the FAPS courier keeps one and EDS keeps one.
    *Write the victor number assigned on the EDS copy of the transmittal, and then file in All Other
    Transmittal Book.
    *Faps cartridges/reels need to cataloged ASAP, they run early in the evening.


     DEERS
                    Account        Preset                                                             Catalog
Tapes               Name           Name           Dataset Name (DSN)                         GDG O.S.
OV21                DEERS          OVER21         Dmdcp.Dr534wcm.Over21.letters              No       Yes
OV23                DEERS          OVER23         Dmdcp.Dr534wcm.Over23.letters              No       Yes
OV65                DEERS          OVER65         Dmdcp.Dr534wcm.Over65.letters              No       Yes
Dental              DEERS          DNTL           Dmccp.Dr534wcm.Dental.Letters              No       Yes
DEERS               DEERS          DEERS          Edsdf.Dmprod.Accpt.Rpts                    No       Yes
     *Tapes are received once a month and needs to be processed before 12:00p.m.
     *Search for the cataloging mask using INT Volser OV21, OV23, OV65, DNTL, and DERS.
     * Catalog DEERS tapes as 36TRK.
     *After cataloging the tapes call Batch Execution, ask for the DEERS Cycle Monitor to have them run the
     job.
     *If there are any problems with cataloging the tape, please contact the DEERS Account Representative on
     the cataloging mask or the Batch Execution DEERS Cycle Monitor.

3.8.5 Cataloging Tapes to the Operating System (OS)
Sometimes the DSN (data set names) have been removed from the operating system (OS), but are still cataloged
in TMC. When re-cataloging a tape(s) to the OS (operating system), use the following instructions:
1.   From the primary option menu command line type “E” then press <enters>.
2.   Choose option 4 for CAT/BLDG then press <enter>.
3.   Choose option 4 for CATDSN (manipulate multi-volume catalog entries—ICF,VSAM,CVOL catalog
     support) and press <enter>.
4.   Option line type “1” for CATDSN.



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5.   Tab to the line “Dataset Name” and type the fully qualified cataloged data set name and the GDG (if
     required).
6.   Tab to the line “Unit” and type the required unit for the particular form of tape media (i.e. 3400-3=round
     reel, 3480=18 track cartridge, 3490=36 track cartridge).
7.   Tab to the line “File Sequence Number” and type the dataset sequence number of the tape.
8.   Tab to the line “Number of Volumes Dataset Resides on” and type the number of volumes the dataset is on.
9.   Then press <ENTER> you will be taken to another screen, here you will enter additional information
     concerning the volumes and dataset names.
10. On the line “Volser” enter the volser number or numbers that contain the data set name and hit
    <enter> on the next selection screen.
11. To catalog the tape/dataset type the word “End” on the command line. If you make a mistake then cancel
    the request by typing the word “Cancel” on the option line.


3.8.6 Cataloging MCS Crossover Tapes
The first node of the dataset name that begins with TMSS6, characterizes MCS Crossover Tapes.
1.   Log-on the A-side system 23
2.   Activate your “EID” by following “EID Activation Procedures”.
3.   Verify the tapes have a label with the DSN, provider name, and return address.
4.   Catalog the tape using the “CA1 Cataloger” procedures and use the data listed below:
     Account Name – MCS
     Presets Name – Use the MCS dataset that closely resembles the last node of the tape (ex.
     TMSS6.TEST.TEST.XEDS = XEDS
     Please note MCS Crossover tapes are GDG tapes and cataloged to the O.S.
     Also, these tapes can be cataloged using the “TMC Build” cataloging procedure
5.   Read the special instructions located on the print screen of the Cataloging Mask and use the dataset
     indicated then follow the “Manual Copyjob” procedure. Only change the generation information, volser,
     and tape designator in the JCL of that copy job. (Copyjob name to display is TGTXOVER).
6.   Please note any problems with the copyjob ABENDING, you must contact the MCS Representative
     immediately.
7.   Take the reel/cartridge to tape operations and at the terminal on the ISPF command line, type “S” and hit
     <enter>.
8.   At the SAM Screen Command Line type “DQ” then <enter>, next tab down to the “J=>” line type
     “TGTXOVER” and press <enter>.
9.   Verify the job pending in the queue matches the job number you have written on the print screen of the
     cataloging mask.
10. At the Sam- DQ- Jes2 Queue Information Screen place an “A” in the LC field next to the job and press
    <enter>. This will start the copy job.
11. The mount will appear on Quicktape, mount the Reel/Cartridge on the appropriate drive. (It is vitally
    important that the tape is not mounted twice)
12. A WTOR will be requested. At the tape operations terminal answer the WTOR by using the procedure in
    the Tape Operations Manual. If any of the tapes take a swap, clean the reel and the new drive before
    remounting. (The WTOR must be answered correctly and only the designated MCS person can be handling
    the tapes and their WTORs).



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13. Please note any problems with the copyjob ABENDING, you must contact the MCS Representative
    immediately.
14. After the tape(s) have been processed, file the reel/cartridge(s) into the victor racks and if there is a
    duplicate victor number pull the duplicate and place in the CTPG bucket in the Tape Library.
15. Type 3.4 on the command line and <enter>, then at the DSNAME level <enter> SYS4.SERESP, then edit
    the member name XOVERTBL and enter in the records, Job number, the last node, and the date.
16. File any paperwork that came with the tape and the print screen of the cataloging mask in the “All Other
    Transmittal Book” for future reference.


3.8.7 Cataloging VM Foreign Carts
1.   Log-on system SA14
2.   USER ID = VMTLIBR
     PASSOWRD = BY
3.   Enter your EDSNET ID and Password
4.   Type ISPF and <enter> to reach the Primary Option Screen.
5.   Type U on the option line and <enter> to reach the Processing Panel.
6.   Type F at the option line and <enter> to reach the screen Check-in a Foreign Tape.
7.   At the Check-in a Foreign Tape Screen fill in the DSN and Owner Information of the cartridge. Whoever
     sent the tape should have provided the DSN and Owner Information. If there is no information provided get
     in touch with the On-call VM Programmer. Their numbers can be found by logging on to SA23, entering
     3.4, and selecting the Member Sys4.SERESP (SOFTVM).
8.   On an orange label write the Slot Number provided on the Check-in a Foreign Tape Screen. This is the
     cartridge's Victor Number.
9.   Take the Cataloged Cartridge to Tape Operations to be processed


3.8.8 Cataloging IBM Information/MVS Cartridges
1.   Log-on system SA14
2.   USER ID = VMTLIBR
     PASSOWRD = BY
3.   Enter your EDSNET ID and Password
4.   Type ISPF and <enter> to reach the Primary Option Screen.
5.   Type U on the option line and <enter> to reach the Processing Panel.
6.   Type F on the option line and <enter> to reach the Check-in a Foreign Tape screen.
7.   At the Check-in a Foreign Tape Screen fill in the DSN and Owner fields:
     The DSN will be in the form of: info (xxxxxx.xxxxxx):
     * The additional DSN information (xxxxxx.xxxxxx) is located on the fourth line under the IBM
          Icon on the cartridge (Ex: Info.MVSD62.R01M43.
     The Owner Field will always be filled in as MAINT
     * (Ex: Owner ===> MAINT)
8.   On an orange label write the Slot Number provided on the Check-in a Foreign Tape Screen. This is the
     cartridge's Victor Number.
9.   After Cataloging the cartridge take it to the Tape Operations area to be mounted


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                                             Fon’s Tape Procedures


10. Also, after cataloging IBM carts, librarians are required to open a Vantive Case.
11. Assign the case to Batch Execution.
12. Notify Batch Execution to notify the VM on-call person and give them the Vantive Case number.


3.8.9 Cataloging AVISTA Tapes
Log-on to the E-Side (SAIPC1E), use the following list to match the originating bank with
the TMC mask from the external DSN.                Match the account number that is on the tape with
the list in the work procedures to find which Dataset Name the tape will be cataloged to.


 Source Bank:                        Account Number                    External DSN:

 Bank of New York                                                      PDWWP.WSSAT.NYTAPE
 Seattle-First (SeaFirst) Bank       Account Number: 13824503          PDWWP.WAPAT.BANKTAPE
 Seattle-First (SeaFirst) Bank       Account Number: 67077115          PDWWP.WSSAT.COMMON.RECON

 Seattle-First (SeaFirst) Bank       Account Number: 01085901          PDWWP.WAPAT.BANKRCON
 U.S. Bank of Washington                                               PDWWP.WSSAT.REINV.RECON
 Washington Trust Bank                                                 PDWWP.WEPAT.WTB.MONTHLY DEBITP


3.8.9.1Cataloging AVISTA Quarterly Tapes
Procedure #1
1.   Log on to SA06
2.   Look up the mask, for reference, using E;T;T;L;2
3.   Access TMC build (E;T;1;1)
4.   Catalog the First of the Four tapes, using the mask for reference, with the first Three Data sets on it:
     * TDWWP.WCIUF.FINALIST.CPYRGT
     * TDWWP.WCIUF.FINALIST.CITY
     * TDWWP.WCIUF.FINALIST.DATAFILE
     DO NOT catalog to the OS
5.   Catalog the Second tape with the following Data set:
     * TDWWP.WCIUF.FINALIST.DATAFILE
     DO NOT catalog to the OS
6.   Catalog the Third tape with the following Data set:
     * TDWWP.WCIUF.FINALIST.DATAFILE
     DO NOT catalog to the OS
7.   Catalog the Forth tape with the following Data sets:
     * TDWWP.WCIUF.FINALIST.DATAFILE
     * TDWWP.WCIUF.FINALIST.OLDZIPS
     * TDWWP.WCIUF.FINALIST.NEWZIPS
     DO NOT catalog to the OS
8.   Format the first of the four tapes. Using the update function update the following fields:
     * 1STVOL = The first victor number cataloged
     * NEXTVOL = The second victor number cataloged
9.   Format the second tape. Using the update function update the following fields:
     * 1STVOL = The first victor number cataloged
     * NEXTVOL = The third victor number cataloged

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                                           Fon’s Tape Procedures


     * PREVVOL = The first victor number cataloged
     * VOLSEQ = 0002
10. Format the third tape. Using the update function update the following fields:
    * 1STVOL = The first victor number cataloged
    * NEXTVOL = The forth victor number cataloged
    * PREVVOL = The second victor number cataloged
    * VOLSEQ = 0003
11. Format the forth tape. Using the update function update the following fields:
    * 1STVOL = The first victor number cataloged
    * PREVVOL = The third victor number cataloged
    * VOLSEQ = 0004
12. Select the job TMSWWP6 in PSC1E.TLB.JCLLIB. Update the following fields appropriately and submit
    the job. Monitor it for proper execution.
    * Update the Victor numbers with the corresponding DSNs (the first two DSNs should be
       assigned to the First Victor, the third DSN should be assigned to all four Victor numbers
       in order 1-4, the Last two DSNs should be assigned to the fourth Victor number, All
       should be 3490)
13. Verify the tapes have been cataloged correctly on the TMC and on the OS.
Procedure #2
1.   Logon to SA06
2    Format a range of Victor tapes using E;T;1;1. Find 4 deleted numbers to use as your catalog tapes.
3    Select the job TMCWWP1 in PSC1E.TLB.JCLLIB. Update the following fields appropriately and submit
     the job. Monitor it for proper execution.
     * Update the Victor numbers for the first tape
     * Expdt = 2000/XXX (Retention is 30 days)
     * Cdate = 2000/XXX
     * Actvl1 = The first 5 digits of the tape’s Actser
     * Actvl2 = The last digit of the tape’s Actser
4    Select the job TMCWWP2 in PSC1E.TLB.JCLLIB. Update the following fields appropriately and submit
     the job. Monitor it for proper execution.
     * Update the Victor numbers for the first tape
     * Expdt = 2000/XXX (for both data sets)
     * C = 2000/XXX (for both data sets)
5    Select the job TMCWWP3 in PSC1E.TLB.JCLLIB. Update the following fields appropriately and submit
     the job. Monitor it for proper execution.
     * Update the Victor numbers for the second and third tapes
     * Expdt = 2000/XXX (for both victors)
     * Cdate = 2000/XXX (for both victors)
     * Actvl1 = The first 5 digits of the tape’s Actser (for both victors)
     * Actvl2 = The last digit of the tape’s Actser (for both victors)
6    Select the job TMCWWP4 in PSC1E.TLB.JCLLIB. Update the following fields appropriately and submit
     the job. Monitor it for proper execution.
     * Update the victor numbers for the fourth tape
     * Expdt = 2000/XXX
     * Cdate = 2000/XXX
     * Actvl1 = The first 5 digits of the tape’s Actser
     * Actvl2 = The last digit of the tape’s Actser




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                                            Fon’s Tape Procedures


7    Select the job TMSWWP5 in PSC1E.TLB.JCLLIB. Update the following fields appropriately and submit
     the job. Monitor it for proper execution.
     * Update the Victor numbers for the fourth tape
     * Expdt = 2000/XXX (for both datasets)
     * C = 2000/XXX (for both datasets)
8    Format the first of the four tapes. Using the update function update the following fields:
     * 1STVOL = The first victor number cataloged
     * NEXTVOL = The second victor number cataloged
9    Format the second tape. Using the update function update the following fields:
     * 1STVOL = The first victor number cataloged
     * NEXTVOL = The third victor number cataloged
     * PREVVOL = The first victor number cataloged
     * VOLSEQ = 0002
10 Format the third tape. Using the update function update the following fields:
   * 1STVOL = The first victor number cataloged
   * NEXTVOL = The forth victor number cataloged
   * PREVVOL = The second victor number cataloged
   * VOLSEQ = 0003
11 Format the forth tape. Using the update function update the following fields:
   * 1STVOL = The first victor number cataloged
   * PREVVOL = The third victor number cataloged
   * VOLSEQ = 0004
12 Select the job TMSWWP6 in PSC1E.TLB.JCLLIB. Update the following fields appropriately and submit
   the job. Monitor it for proper execution.
   * Update the Victor numbers with the corresponding DSNs (the first two DSNs
      should be assigned to the First Victor, the third DSN should be assigned to all
      four Victor numbers in order 1-4, the Last two DSNs should be assigned to the
      fourth Victor number, All should be 3490)
13 Verify the tapes have been cataloged correctly on the TMC and on the OS.


3.8.10 Uncataloging a Foreign Tape from the TMC (SAIPC1C)
1.   From the Primary Option Menu enter E;T;1.
2.   Enter 2 (utilities) and tab down to the PASSWORD line and enter ‘EDSSYSP’.
3.   In the CA-1 UTILITIES MENU you will need to perform the following 3 steps: Expire the tape, Scratch the
     tape, and Delete the tape:
4.   Type 5 on the command line, enter the volser number of the tape to expire and press <ENTER>. You will
     be asked to confirm your choice by pressing <ENTER>.
5.   Enter 11 on the command line, enter the volser number of the tape to scratch and press <ENTER>. You
     will be asked to confirm your choice by pressing <ENTER>.
6.   Enter 4 on the command line, enter the volser number of the tape to delete and press <ENTER>. You will
     be asked to confirm your choice by pressing <ENTER>.
7.   After steps 7 through 9 are complete return to the ISPF screen and Format the tape to verify the tape is now
     UN-cataloged from the TMC.




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                                             Fon’s Tape Procedures


3.8.11 Cataloging Cal-Fed
The Cal-Fed courier will deliver the Cal-Fed tapes for processing between 00:00 and 500am. This will happen
Monday - Friday night unless there has been a holiday, in which case there will be no delivery. Write the time
you receive the tapes on the transmittal for reference later.
Upon receipt of the tapes verify the volser #’s on the tapes against the transmittal that the courier will also
deliver. If the tapes and the transmittal do not match, do not accept the tapes until the correct tapes are delivered.
Process the normal nightly tapes by completing the following steps:
1.   Logon on to SA75 and catalog tapes as referenced in “Cataloging Using TMC Build”.
2.   After cataloging, check the transmittal to ensure that all of the special instructions have been followed (i.e.
     copy jobs or calling the se to notify that the tape has been cataloged).
3.   Label the tape with the corresponding colored label.
4.   Take the tapes up to the tape operations area.
5.   Call Batch Execution and ask them to release the CALFED job.
     Record the name of the person you asked to release the job and the time you requested the release on the
     transmittal.
6.   Place the transmittal in the CALFED logbook. CALFED tapes need to be cataloged by 0500 and processed
     no later that 0530, otherwise Cal-Fed will charge us a penalty fee of $10,000 for the first minute and $1000
     per 15 minutes there after.
7.   At month end, CALFED tapes generally arrive later and as long as we inquire where the tapes are we won’t
     be charged a penalty fee. If by 04:15 the tapes have not arrived call West Sacramento (374-7448) to get an
     estimated time of arrival. Notify Batch Execution (x3200) of estimated time.


3.9 CA-1 Volser Update Procedure
Occasionally, a SE will request a change to the TMC, such as an updated ACTSER, expiration date, or a change
in the DSN. When this occurs, it will be necessary to use the CA-1 update procedure.
1.   Select the appropriate system for the tape(s) and log-on.
2.   For Shared Complexes and Centrobe at the command line type E;T;1. For Chevron type S <enter>, then
     type 058 and <enter>.
3.   Select option 1, tab down to the password field type ‘EDSSYSP’ and press <enter>.
4.   At the CA-1 Inquiry/Update Screen in the ‘Volser’ field, type the volser number of the tape in question then
     press <enter>.
5.   On the command line of the CA-1 format screen, type ‘U’ and <enter>. Make whatever changes are
     necessary in any RED colored fields. Remember if you update the DSN, it will be necessary to change the
     DSN on the O.S., as well.
6.   Press the <enter> key and a verification screen will automatically appear, asking to confirm any changes
     made to the TMC screen, if okay press <enter> again.
7.   The screen will return to the CA-1 Inquiry/Update screen. Reformat the tape to confirm the change(s) took
     effect.


3.10 EID/BLP
Tape Librarians need to turn on their EID and BLP to run copy jobs.




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3.10.1 EID
1.   At ISPF, type ‘EID’.
2.   Enter "A" at the command line to activate EID.
3.   In the Password field, type in the “TGTTxxx Password” of the individual signed on.
4.   In the EID Prefix field, type ‘0SC1ATPL’. This is the Prefix for all systems.
5.   In the reason field type Library and hit <enter> ‘To Activate EID’.
6.   After completing all fields and entering, the message ‘EID ACTIVE’ should appear in the upper right hand
     screen.


3.10.2 BLP
1.   EID must already be active.
2.   Type ‘B’ at the command line, to activate BLP.
3.   In the Password field, type in the “TGTTxxx Password” of the individual signed on and hit <enter>. There
     will be no message if the BLP is activated. But the message ‘NOT AUTHORIZED’ will appear if the BLP
     process is not authorized for the user’s ID or if the procedure is performed incorrectly. If “NOT
     AUTHORIZED” appears, try the procedure again and if the message is repeated, contact your manager.


3.11 Copyjobs
Some tapes that are cataloged have copy jobs requested for them. They are to be copied out to DASD for later
use.


3.11.1 Manual Copyjob
The client requests the Copyjob in the special instruction section of the Cataloging Mask. Use your printed
copy of the cataloging mask as your documentation. (If doing MCS tapes the “MCS Procedure” will state the
specific dataset names, members, and fields to use/update).

Follow the instructions below:
1.   After cataloging the tape, use the information given in special instructions of the cataloging mask for your
     copyjob.
2.   Turn on you EID and BLP before running a copy job. See the procedure EID/BLP.
3.   At the Primary Option Menu type 3.4 and enter TSC1*.TLB.JCLLIB (* A-SA23, B-SA20, C-SA75, or E-
     SA06) and <enter>.
4.   Tab down to the job and place an E (edit) in front of the member and <enter>.
5.   Locate (L) the JCL member specified by the client in the cataloging mask (ex. TGTJCOPY, MEDSTATN,
     etc.). After locating the member, tab down to the job and type an “S” to select and <enter>.
6.   On the command line type RES and <enter>.
7.    Verify/Change the following fields in the JCL Member:
     (MCS Tapes follow the “MCS Procedure for the specific fields to Update)
        Verify the Access Code/Notify field is correct.
        Verify/Change the SYSUT1 data set name and GDG, to what is stated in the special instructions in the
         catalog mask.
        Verify/Change the Unit information. (Tape18=18trk, Tape=36trk, Tape62=round reel)


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        Verify/Change the Victor Number.
        Verify/Change the Label Type (1=nl, 2=sl) and DCB information.
        Verify/Change the SYSUT2 DASD data set name.
        Verify/Change the Unit=permda and DCB information to the correct format indicated in the mask.
8.   Type JEM on the command line to check the copyjob for syntax errors. If the error summary and count is 0,
     proceed to the next step. If the error summary and count is higher than zero there is a problem, so re-check
     the JCL for errors and make necessary changes.
9.   Type “SUB;CAN” on the command line. Write down the jobname and job number on the printed copy of
     the cataloging mask.
10. As soon as the copyjob is submitted, the tape will be called for on QuickTape. Take the tape immediately
    to Tape Operations to be mounted, if the mounted tape requires a WTOR to be answered follow the
    procedure located in the Tape Operations Manual. (MCS tapes please follow the instructions for this step
    given in the “MCS Procedure”).
11. Display the job in SAM and check to see if it ran successfully:
12. Then go to bottom of the job and check the SYSUT1 AND SYSUT2 fields. These are the number of
    records read and number of records written. These numbers have to match exactly for the job to have run
    correctly.
13. If the job ABENDS, Refer to procedure “ Failed Copy Job”.
14. After verifying the job ran correctly write the number of records read (SYSUT1) and the number of records
    written (SYSUT2) on the printed copy of the cataloging mask.
15. File the screen print of the Cataloging Mask in the appropriate transmittal book.


3.11.2 Failed Copy job
If a copy job ABENDS or does not read or write records, follow the instructions below:
1.   If the copy job is unsuccessful, note the ABEND code or the error message. Try to determine why the job
     ABENDED and fix the problem.
2.   Perform the copy job again. Ensure your EID and BLP are activated or do a FATAR to dump the tape.
3.   If there is a data control block (DCB), user ABEND or job failed error, not due to an operator mistake, call
     the SE responsible for the tape. The phone number can be found in the TMC Cataloging Mask request used
     to catalog the tape(s).
4.   If the job ABEND is because of an ACF2 Violation contact the SE responsible.


3.12 Process CTPG Expired Foreign Tapes
Process the Client Tape Processing (CTPG) report every night to ship foreign tapes on which the expiration date
has passed back to the client. Follow the steps below when performing this procedure.
1.   Log-on to the system that CTPG will be pulled. Ensure that “PRADA1K1” has run and successfully
     completed prior to printing any CTPG reports. Do this by selecting the job and check the date and status.
     This action prevents outdated CTPG reports from being generated and printed.
2.   If “PARDA1K1” has completed, go into TSC1x.TLB.JCLLIB (x = the alpha character that indicates the
     system) and pull up the job that applies:
        WGTJCTPG          A-Side
        CTPG1             B, C and E –Side


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3.   Sub/Can the job to receive the report.
4.   Pull tapes and if a tape cannot be found place a check mark by that tape to indicate it as missing. If there
     are duplicate volsers, match the dataset on the label to the dataset on the report. Pull both of the tapes out
     and put the correct one with the report for processing. Put the duplicate in the CTPG bucket in the library
     for further research.
5.   After pulling the tapes, sort in the following manner:
        Place MediCal tapes in courier buckets in the MediCal courier pickup area. (Data set names begin with
         PMCAL, TMCAL, or MMCAL.).
        Place FAPS tapes on the FAPS shelf in the Distribution area (Data set names begin with PFAPS or
         TFAPS).
        All other tapes need to be looked up in the mask to determine the address.
6.   Access the cataloging mask on the “A” side by entering E;T;T,L,2, to determine the return address for
     miscellaneous tapes. You must go to the “B”, “C”, or “E” side-cataloging mask to determine the return
     address for the tapes on those systems.
7.   If an address cannot be located, check the tapes cataloged previous day sheet when the tape was cataloged
     for more information. If still not able to find the address, the tape can be put in the CTPG bucket for further
     investigation.
8.   Type 3.4 and delete data set TSC1A.TLB.LABLTEMP before completing the following steps:
     *Type TSO LBL (SYS 23) to produce shipping labels.
     *Search for correct name and address and place a “p” on the command line to flag for printing.
9.   After all addresses have been flagged, type “PRNT” on the top line, hit <ENTER>, “PF3” back out until
     you reach the main SAM screen.
10. Enter 3.4 and edit TSC1A.TLB.LABLTEMP.
11. Type PRNT, make sure that the box that pops up says form 9025, LRECL 80 72 RECFM, FBA, and printer
    R162 and quantity 01. Hit <enter> again, then pf3 back to SAM main screen.
    Note: address labels print on form 9025.
12. Pull all of the tapes on the list. If a tape is not found, mark the pulling list for further investigation.
13. File the CTPG report in the CTPG logbook for the correct system.
14. If you are unable to locate a tape that has come up on CTPG the following places can be searched to try to
    find it:
        Look on the floor next to where the Victor reels are located.
        Look on the output rack.
        Let the tape roll over to the next day’s report to see if it will be found.
15. If all other options fail, begin to search through all of the Victor tapes looking for the actual VOLSER.
***Note: Occasionally a client may make a random request for a tape to be picked up by their courier. If this
should occur, be sure to have them sign the “Client Sign Out Log” (ICSTAP05).


3.12.1 Process CTPG for Bangkok and Korea
1.   For Bangkok and Korea tapes wait until 10 or more tapes are on-hand before shipping back.
2.   Need to fill out International waybill for Airborne Express. (IMSTAP15 Bangkok or IMSTAP09 Korea)
3.   Customs requires 3 copies of the International waybill for Airborne Express.
4.   Give to Distribution for shipment to the final location.

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3.12.2 CTPG Inventory Procedures
1.   Needs to be done on a weekly basis during the weekend to prepare for the following week.
2.   From the ISPF menu enter 3.4 and enter the following data set name on the “DSNAME Level Type”:
     TSC1A.TLB.JCLLIB
3.   Edit the member and locate the job “INVCTPG”. This job will produce a list of tapes that need to remain at
     the SSMC.
4.   Enter ‘sub’ to submit the job and it will automatically print out at printer U335.
5.   Go to the racks (round reels first) and if you find a reel with a victor number that is listed as 18TK, this
     means that the tape is a duplicate. Pull that tape to take to the library to send it out to the client.
6.   Next, you will go to the cartridge rack and if you find a cart tape with a victor number that is listed as a
     round reel, then that tape is a duplicate and needs to go to the library to be sent out.
7.   From the foreign tape racks, pull the round reel and cartridge tapes that do not appear on the inventory
     report. If the tape does not appear on the inventory report, then the tape needs to go to the library for
     investigation.


3.13 Processing Chevron San Ramon/Houston User Tapes
Managing user tapes sent by the client.
1. Upon arrival of a Chevron User Tape to the EDS/SSMC Tape Library the Librarian will confirm the tape to
   the transmittal for verification.
2.   Then sign the transmittal form along with the current date.
3.   The transmittal will indicate to call or email the client when the tape(s) have arrived, the pertinent
     information on the transmittal will be given to the customer. If possible verify the return date and address.
     If no transmittal is received with the tape(s) please create one a piece of paper with the pertinent
     information from the shipping label and any labels attached to the tape. Please note: The GTE/SPRINT
     tapes will be coming from the client directly to the Tape Library when these tapes arrive, you will need to
     notify Petra Dixon they have arrived her number is 925-842-5330.
4.   The librarian will affix a label to the tape with the return date and their initials.
5.   The librarian will take the tape up to the Chevron User Tape Rack.
6.   File the transmittal form in the Chevron San Ramon/Houston User Tape Log binder (DOC 38).


3.13.1 Returning Chevron San Ramon/Houston User Tapes
1.   Check the Chevron User Tape Stage rack for tapes that have passed the expiration date to be returned.
2.   Pull the expired user tapes from the rack.
3.   Get the User Tape Logbook (DOC 38) for Chevron San Ramon/Houston.
4.   Locate the transmittals in the logbook for the return address.
5.   Return the tape Via Airborne Express
     *Use the MOC/RC = 4035076+425
     *Write the Airborne Express number on the Transmittal Sheet


3.14 Process Shippers
There are two types of Shippers: 1) Manual Shippers occur when a client calls and wants his/her tapes outside of
the normal shipping times 2) Automated Shippers occur several times per day at designated times. The purpose
of processing shippers is to send tapes to other EDS sites and clients for processing. Always have another
person verify your work. Please note: A phone, verbal, or email request for a tape to be shipped out for the A-

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side, B-side, C-side, or E-side cannot be processed unless there is a Tape Shipping Request Mask on the system.
Chevron only an Email Request is required.


3.14.1 Process Automated Shippers A-side, B-side, C-side, E-side
1.   Print all shipper forms including 1901 transmittals, 3406 labels, and 9025 labels. (refer to Printing Shipper
     Labels procedure)
2.   Tapes with a Flag 4 setting that are going to be shipped out of house should have security written to them.
     Do the following to correctly identify tapes in-house and out-of- house tapes that will or will not require
     security:
     A) IN-HOUSE tapes:
        Check the first two nodes of the DSN (PDSWN.HMCAT/PDSBT.HNGMA) on the 3406 or on the
         1901 Transmittal. If the tapes are Enterprise Operations (EOG) or Alternative Platforms they do not
         require security (OR)
        Format the tape (E;T;1;1) and check it’s location destination (LOCN; near the bottom right).
         If LOCN has 03300 (EDS Enterprise Operations) or 02814 (Alternative Platforms), then the tape
         does not require security, regardless of the flag setting. EOG must be notified when tapes are ready for
         pickup. To check the location code, type E;T;T;1;5 at the command prompt and <enter> then search
         by code <LOCN CODE> and press <enter>, then select <S> to view the address verification.
     B) OUT of HOUSE tapes:
        With all tapes, except EOG/Alternative Platforms tapes check the Flag4 setting on the 3406 half-moon
         for security. If the first digit of the FLAG4 field is 1 security is on the tape. If the first digit of the
         FLAG4 field is a 0, security must be ran, see the Procedure Execute Security Job, to perform this
         function.
        Microfiche shipper tapes with the address codes 00025, 00036, 00059 are outsource to Anacomp.
         These tapes will be packaged and held on the customer shelf for daily pick-up. Microfiche tapes being
         sent to Anacomp must have security, because they are going out of house.
3.   Remove the shipper tapes from the Tape Operations area and affix the 3406 half-moon label.
4.   After pulling the tapes match the transmittals, with the tape volsers, and the address labels. Make sure to
     follow any special instructions on the transmittal. If any special labels are required to be affixed to the tape,
     ensure they are.
5.   Have a second librarian confirm security, then verify the tapes, 3406 labels and 9025 address labels match
     against the 1901 transmittals. In the absence of a second librarian, contact someone from BEX or Tape
     Pool to the shipper as stated above.
6.   Package the tapes as indicated by the address labels (i.e. ABE=Airborne, FEDEX=Federal Express,
     everything else in manila envelopes or boxes). Ensure packages are then placed in their correct designated
     area, such as, Airborne in Distribution area, E01 on designated shelf, Chico with correct Chico sticker and
     on designated shelf, FAPS on designated shelf, San Francisco with correct San Francisco sticker and on
     correct designated shelf, Medical on designated shelf, etc.
7.   Place the shipping report in the Tape Library File Cabinet. The report must have two sets of initials to
     indicate that two people verified the process.
8.   Process tapes in the TMF Mail Processing panel. (E;T;T;L;1) as complete after each shipper.
9.   Update the Turnover Logbook (DOC 35) with total amount of tapes shipped out-of-house.




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3.14.2 Process Manual Shippers

3.14.2.1 Process Manual Shippers for A-side, B-side, C-side, E-side
When a client requests a special or “last minute” shipper, follow the steps below:
* Please note: If you have phone, email, or verbal request you must have a shipping request mask on the
System.
1.   Obtain data set name and tape VOLSER information from the client.
2.   Log-on to the system that the account is with (A-, B-, C-, E- OR N-Side) and access the shipping request
     mask (E.T.T.L.1.2). Screen print to have the information available.
3.   Format the volser (E.T.1.1). You may want to screen print this also for additional information.
4.   Log-on the A-side at the option menu type 3.4 and <enter> TSC1A.TLB.FORMS.
5.   At the DSNAME level locate the following members:
        BLNKTRAN = Transmittals (Print 2 copies)
        BLNK3406 = Half-moon label
        BLNK9025 = Address label
6.   Edit the member and enter the necessary information.
7.   Save the member and then on the command line <enter> “PRNT”.
8.   A box will appear on the screen and you will be required to fill out the necessary information and then hit
     <enter>.
9.   Verify if the tape will require security (refer to Process Automated Shipper Procedures) and run security if
     necessary following the Procedure Execute Security Job.
10. The tape will need to be manually checked out-of-house. Enter E.T.1.
11. Select option 2 and tab down and enter EDSSYSP as the password. This will automatically update the
    format screen.
12. Have a second person verify that the correct information is processed and that the correct tape is being sent
    out of house. Two librarians must initial the second transmittal that will stay in the Library File Cabinet. In
    the absence of a second librarian, contact someone from BEX or Tape Operations to verify the correct tapes
    are with the correct transmittals and address labels.
13. Package the tapes as indicated by the address labels (i.e. ABE=Airborne, FEDEX=Federal Express,
    everything else is manila envelopes). Ensure packages are closed and secure before being placed in the
    distribution area. Ensure that all special instruction in the mask is completed.
14. Place shipping report in the Tape Library File Cabinet. The report must have two sets of initials to indicate
    that two people verified the process.
15. Update Turnover Log to show that the process was done.


3.14.2.2 Process Chevron Manual Shippers
1.   Log into Microsoft Outlook on an hourly basis and look into the group mailbox (Chevron CITC OPS Tape
     Lib)
2.   Click on Public Folders
3.   Click on Group Mailbox
4.   Open Chevron CITC OPS Tape Lib mailbox. The most recent request will be in the main folder in bold
     print.

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5.   Print out the Chevron Tape shipping request.
6.   Flag the tape(s) out of house by going into the CA1 utilities menu option 2, password is EDSSYSP and
     using the checkout function.
7.   Checkout the tape(s), using the out code indicated in the email message.
8.   Generate the manual shipper paperwork.
9.   On the A-side you will find the forms you need to print in (TSC1A.TLB.CHEVFORM).
10. For the 1901 transmittal form is the member name of (CHEVTRAN).
11. Fill out the appropriate information for the tape(s) from the email message and the format screen.
12. You will need to print two (2) copies of the transmittal one to go with the tape(s) and one for file.
13. Type PRNT on the command line to print out the transmittal forms.
14. Insure to choose the correct form number LRECL should be 80 and the format should be FBA and choose
    the appropriate printer destination and quantity.
15. For the 3406 Half Moon Shipping Label the member name is CHEV3406, follow the above steps’ for the
    1901 Transmittal.
16. Attach the 3406 Half moon Shipping Label to the tape(s).
17. For the 9025 address-shipping label: the member name is CHEV9025, follow the above steps’ for the 1901
    transmittal.
18. Attach the 9025 Address Label to the shipping package.
19. Check the Microsoft Outlook messages for any special instructions or additional information to be attached
    the tape(s).
20. Have a second librarian verify the shipment before it goes out of house. There must be two librarian’s
    signatures on the EDS copy of the shipper request. In the absence of a second librarian, contact someone
    from BEX or tape pool to verify that the correct tape(s) are with the correct transmittals and address labels.
21. All tapes being shipped via AIRBORNE EXPRESS must be placed in a box.
22. Ensure packages are closed and secure before being placed on the scale for AIRBORNE EXPRESS.
23. Or call GO-GETTERS if special same day delivery is required.
24. All Chevron tapes being shipped out-of- house must be logged; so follow the Procedure “Shipping all
    Outgoing Chevron Tapes”.
25. Respond to the Chevron requester with the tracking number via Microsoft Outlook message REPLY TO
    ALL.
26. Move the Microsoft Outlook request to the Chevron Complete folder.
27. After 30 days copy messages to disk from Chevron Complete folder.
28. Copy to disk by opening the mail message.
29. Click on File.
30. Click on Save AS
31. Click on Message Text and save on A drive
32. After successful copy, delete message from Chevron Complete folder.


3.14.2.2.1 Shipping Outgoing Chevron Tapes
1.   All Chevron tapes being sent out of house must be recorded on-line:

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                                              Fon’s Tape Procedures


     Y: \Saipc3a\Sa300001\Home\Saipc\Tapescvs\Chevron\Chevron Shipping Request.
2.   At the end of each month e-mail the completed chart to: nils.hendrick@eds.com; Nils' phone number is
     (925) 842-0341.
3.   Keep a copy of the e-mail in the Chevron mailbox and retain for 12 months.
4.   When shipping these tapes out, refer to “Process Chevron Manual Shippers” procedures.


3.14.2.2.2 Checking-Out Chevron Tapes SYSA, CDCA, & CDCJ
Tapes to be shipped out of house will need to be manually checked out of house.
1.   Log-on to SYSA, CDCA, or CDCJ system
2.   At the ready prompt type: ISPF.
3.   On the command line type: S.
4.   Next on the command line type 058
5.   Choose 2: for Utilities and <enter> the password. (Contact tape librarian for password).
6.   Choose Option 9 to check out the tape.
7.   Under Required Fields, input the volser number, out-code and date for the tape. Then press the <enter>
     key.
8.   Next on the Confirm Checkout screen, verify that the tape check out is correct and then hit <enter>.


3.14.2.2.3 Checking-Out Chevron HDCA Tapes
1.   Log-on to system for HDCA
2.   At the ready prompt type: ISPF
3.   On the command line type: TSO CA1ISPF
4.   Choose 2: for Utilities and enter the password. (Contact tape Librarian for password)
5.   Choose Option 9 to check out tapes.
6.   Under Required Fields, input the volser number to be checked out, out-code and date for
     the tape. Then press the <enter> key
7.   Next on the Confirm Check Out screen, verify that the tape check out is correct
     and press the <enter> key.


3.14.3 Printing Shipper Labels

3.14.3.1 Printer R162
There are two types of labels used for shipper purposes those labels are 3406 half moon labels and 9025 address
labels. Follow the instructions below when printing these labels on the VPS printers:
1.   Log-on to the A-Side, from the ISPF screen, type E;V;1;1;9. From the VPS SELECTION CRITERIA
     COMMAND to change the labels you will type the type of label you would like on the Form line and press
     <enter> until the label is changed.
2.   To reprint shipper labels if the paper in the printer gets jammed or is off-center:
3.   Put the printer on hold.
4.   Go to SAM and on the command line type DQ J= DMTJSHIP and press <enter>.


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5.   Type D for display by the shipper job, for the labels that you need to reprint. (S)elect the out put for the
     different types of labels by selecting the SYSUT2 and pressing <enter>.
6.   When you have found the labels that need to be reprinted tab over to the DEST column and the line that
     reads non-print. Type R162 in the printer destination and hit <enter>. Be sure to line up the labels that are
     being reprinted. Take the Printer off hold and the labels will start printing, make sure the labels are changed
     over to the labels you need reprinted.
7. If the labels are not changed follow step 1 to change shipper label forms.

3.14.3.2 Printer U335
This printer is usually left on form 1901 unless otherwise needed. The three types of labels are available for
print on this printer; (1901,3406,9025). The following procedures are used when it is necessary to change the
labels to be printed. The label control for printer U335 is changed at the machine.
At the IBM 4230 PRINTER EDS UNIT U335.
1.   At the EDSNET terminal log-on to the A-side then go into VPS (E.V.1.1.9) to change the labels. Type the
     kind of label (3406, 9025, etc.) you would like on the form line and press <enter> until the label changes.
2.   Depress the STOP button on the printer, ensure the display shows “NOT READY”
3.   Depress the MENU button on the printer; ensure the display shows “CONFIGURATION MENU
     ATTACHMENT SELECTION”.
4.   Scroll down using the down arrow key until the display shows “CONFIGURATION MENU
     CONFIGURATION STORAGE”.
5.   Depress the <ENTER> button on the printer and ensure the display shows “CONFIGURATION
     STORAGE SAVE CURRENT VALUES”.
6.   Scroll down using the down arrow key until the display shows “CONFIGURATION STORAGE
     RECALL CUSTOM SET VALUES”. Press <ENTER>.
7.   Scroll down using the down arrow key until the display shows “RECALL CUSTOM SET VALUES
     CUSTOM SET X. X=A for form 1901, X=B for form 3406, X=C for form 9025.
8.   Choose which form and press <ENTER>.
9.   Press Return until the “NOT READY” shows on the display.
10. To check which Custom Set that is in the printer look in the top right hand portion of the display for the
    following <A> for form 1901, <B> for form 3406, and <C> for form 9025.
11. Place the correct form in the printer and change the form in VPS. Log on to the A-Side and from the ISPF
    screen, type E;V;1;1;9. From the VPS SELECTION CRITERIA COMMAND to change the labels you will
    type the type of label you would like on the Form line and press enter until the label is changed and line it
    up and print.
12. Depress the START button on the printer.
13. To change the printer back to the original setting follow steps 1 through 10.


3.14.3.3 Reprinting Shippers
1.   Logon to the A-side and from the ISPF screen go into E.CA.
2.   On the Sysout ID line, enter the jobname (DMTJSHIP) and on the line that reads Generation enter an
     asterik (*).




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3.   If the output you are looking for is listed on tape, you will need to recall it to a temp status by doing the
     following: On the next screen, find the job that needs to be reprinted, tab down and put an L next to the
     jobname and hit <enter>.
4.   “PF3” twice out of that screen and submit the job hitting <enter>.
5.   The job must have a job card, it will look similar to the following:
     JOB STATEMENT INFORMATION:
     ===> //TGTJPRNT JOB (3M5V31, 6761), ‘TAPE OPS’,
     ===> //            CLASS=S
     ===> //            MSGCLASS=A,NOTIFY=&SYSUID
     ===> /*OUTPUT            FORM F=1901,C=STD8,D=U335,N=01
6.   When the job is complete it will read as “Temp” in the LOC field and you should put a “P” next to the job.
7.   On the screen that appears, fill in the DEST and the form that is needed and hit <enter> again.
8.   This will print the job. You can monitor the job in SAM. Be sure to write down the jobname and number.


3.14.4 Execute Security Job Under CA-1
When tapes are shipped out of house, security must be added to the tapes to prevent unauthorized users from
accessing the data of a previous user. Most jobs execute the security step immediately after creating the tape,
but in those cases in which it did not occur, a Tape Librarian can execute a job (TGTJSEC) to add security to
the tape(s).
Follow the steps below when performing this procedure.
1.   Format the tape and verify security by checking Flag 4 on the 3406 label “1* (*=any Character) does not
     need security”.
2.   If a tape needs security run Go to the JCL in ‘PSC1A.TLB.JCLLIB (TGTJSEC)’ Fill out all of the
     necessary information in the job (Data Set Name, Volser, Unit =“6250, 1600, Tape, or Tape 18”) then
     submit the job. Please note if the tape is a multi-file then security must be run to the last dataset.
3.   Mount the tape on the drive in which it is being called on.
4.   Review the information of the job in SAM, verify that the job ran correctly and there are no problems. If
     the job has a completion code of “R0000” the tape can be sent out. If the completion code is not “R0000”
     you must determine the reason of the ABEND/error and fix the problem or notify the SE.
5.   If the ABEND/error is caused by an ACF2 violation and the data set cannot be opened, call the SE
     responsible for the tape. The phone number can be found under the shipping request (E;T;T;1:2) for that
     DSN.


3.14.4.1 Check Tape Out-of-House after Executing Security
After security is finished running, the OUTCODE AND OUTDATE for CA-1 will need to be updated. Any
tape that appears on a shipper or DR report that is mounted in a tape drive for any job will automatically be
checked back in-house, so the tape will need to have their OUTCODE and OUTDATE manually updated again.
1.   Log-on to the complex (SA23, SA20, SA75, SA06, etc.) that the tape is running.
2.   From the Primary Option Menu on the option line type the command E;T;1 and press <ENTER>.
3.   From the CA-1 Primary Option Menu on the password line type EDSSYSP and then type on the option line
     2 to select Utilities.
4.   On the next screen, enter the following information:
        Type 9 on the option line (to select CHECKOUT)
        Tab down to VOL and <enter> the volser number.

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        Tab down to OUTCODE and type in the LOCN or OUTCODE for that tape.
         The LOCN or OUTCODE for the tape can be found on the shipping mask for that tape. For tapes
         going to Vanguard for Disaster Recovery the LOCN is 00001.
        Tab down to OUTDATE and type the date the tape is going out in the form YYYY/DDD where Y’s =
         year and D’s = Julian date.
        Tab down to SLOT and type in the slot number if applicable.
5.   Press the <enter> key after all fields have been filled.
6.   On the following screen you will be prompted to either continue or cancel processing of the tape. Press the
     PF3 key to cancel or press the <enter> key to continue processing.
7.   To verify that the fields have been updated, format the tape.


3.14.5 Meet Courier Schedules
1.   Use the courier schedule posted in the Tape Library to reflect the times for courier pick-ups and deliveries,
     this is also referred to as the IMSTAP10 form.
2.   Ensure that all packages are in the distribution area and in the right location prior to the courier picking-up.
     This ensures correct delivery to the client.
3.   If any changes occur to the courier schedule, the Tape Librarian must submit a QMS request to the
     Document Controller to up-date the schedule for that shift. (IMSTAP10 – Distribution WPM, Appendix A)
4.   All changes will be communicated to all shifts through the Tape Library Turnover process, this ensures the
     shifts are fully aware of the change to the courier schedule.


3.14.5.1 Process for Setting-Up Special Couriers
We utilize Special Couriers to ensure the timely delivery of materials to clients and other EDS locations. In most
cases the clients coordinate the special courier pickups. However librarians will be required to make
arrangements for special pick ups and deliveries. Follow the steps below when performing this procedure:
1.   When the client calls the Tape Library for a special courier pickup or delivery, inform the client that there is
     a charge associated with Special Couriers.
2.   Obtain the necessary information for billing and bookkeeping practices (MOC & RC number) from the
     client during the initial contact and ensure this information is on the shipping request.
3.   Any tape(s) required for Special Courier pick-ups must have a shipping request and be processed according
     to the procedure for manual or automated shippers. Please refer to the appropriate procedure for the
     Manual or Automated Shipper process.
4.   Call the Special Courier (Go-Getters, Delta Dash, etc.) and give them the pertinent information such as
     address and pick-up time. Phone numbers for special couriers can be found posted on the Tape Library
     wall.
5.   Set the tapes on the special courier shelf; record all pertinent information about the shipper in the Tape
     Library Turnover Logbook.
6.   When the special courier picks up the tapes, they will give us a receipt, ensure the billing and bookkeeping
     information (MOC & RC) is written on the receipt. Give the receipt to the designated Tape Support Person
     for further processing.


3.15 Process Returned Tapes
Return tapes are output tapes that have been shipped to clients and are being returned back to the EDS Tape
Library. The returned tapes will need to be checked back in-house, performing this function will reset the fields


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that display the tape’s location and outdate. Once checked back in-house tapes are either scratch or live and
must be filed in the master racks.
Follow the steps below when performing this procedure:
1.   Open boxes/envelopes that contain returned tapes and separate reel tapes from cartridge tapes.
2.   Strip all client and shipping labels from tapes.
3.   Inspect the cartridges/reels for broken parts and hubs, or duplicate reels/cartridges, you must take care of
     them immediately.
4.   Check all round reels straps to ensure the volser on the strap matches the volser on the reel.
5.   Scan the tapes using the scanner. Refer to, “Using the Scanners”.
6.   Any tape ranges not in the automated tracking system must be checked-in-house manually, to perform this
     function for manual returns. Refer to, “Check-In-House/Process Manual Returns”.
7.   Download the TRAKKER scanner with the scanned tape returns.
8.   File all cartridges and reels back in to the master racks that are located in the tape operation areas. Ensure
     you file the tapes in the correct locations (Centrobe, Chevron, A-Side, etc), if your not sure of the correct
     location ask for Help.
9.   Update turnover with the total number of returned tapes processed. See Turnover for Outgoing Shift.


3.15.1 Check-In-House/Process Manual Returns
Format tapes and sort into 3 different buckets. Remember to format and process tapes on corresponding
systems.
This will include:
    Live tapes
    Scratch tapes with flag3 code = 80 (bad).
    Scratch tapes (other).
Process live tapes:
1.   From ISPF main menu, enter E.T.1 on command line.
2.   Use option 2 (utilities) and tab down to ‘enter password’. Enter ‘EDSSYSP’
3.   Use option 2 (check-in) and tab down to ‘enter volser’ and type in the volser.
4.   Continue to hit enter until you come back to ‘check-in’ screen, paying attention to the upper right hand
     corner of panel to see if update was accepted.
5.   Then file the reels or cartridges into the Master Racks in the Tape Operations Area.
Process Scratch Tapes With Flag3 code = 80 (bad).
1.   Tapes need to be put into a member and saved. (Refer to ‘How To Create a Member’ in IPSTAP00).
2.   Edit TSC1X.TLB.JCLLIB and locate job TGTJFLG3.
3.   Enter the member name on the line that reads “TSC1x.TLB.SYSIN(member)”
4.   Sub;Can the job on the command line.
5.   Check job for tapes that did not update flag3 setting by doing the following:
        In SAM, enter DQ j=TGTJFLG3           <enter>
        Display the job by entering ‘D’ next to the job <enter>

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        Enter ‘S’ next to TMSUPDATE <enter>
        Page down through the job to look for volsers that did not update and set those tapes aside; they will
         need to be entered into a modified data set.
6.   From ISPF main menu, enter E.T.1
7.   Select option 2 (utilities) and tab down to enter password ‘EDSSYSP”
8.   Tapes will now have to be checked in by the following order:
     check-in
     expire
     clean
     scratch
9.   Tapes will then have a flag1 code updated to ‘E’ which is a good scratch that can
     be re-used.


3.15.2Checking-In Chevron Tapes SYSA, CDCA, & CDCJ
Tapes that have been returned to the SSMC need to be checked back in-house.
1.   Log-on to system for SYSA, CDCA, or CDCJ.
2.   At the ready prompt type: ISPF.
3.   On the command line type: S.
4.   Next on the command line type 058
5.   Choose 2: for Utilities and <enter> the password. (Contact tape librarian for password).
6.   Choose Option 2 to check tapes back in-house.
7.   Under Required Fields, Input the volser number to be checked-in. Then press the <enter> key.
8.   Next on the Confirm Check-In screen, verify that the tape has been checked back into
     the SSMC. Then press the <enter> key.


3.15.3 Checking-In Chevron Tapes HDCA
1.   Log-on to system for HDCA
2.   At the ready prompt type: ISPF
3.   On the command line type: TSO CA1ISPF
4.   Choose 2: for utilities and enter the password. (Contact tape Librarian for password)
5.   Choose Option 2 to check out tape.
6.   Under Required Fields, input the volser number to be checked in. Then press the <enter> key.
7.   Next on the confirm check in screen, verify that the tape check in is correct
8.   Then press the <enter> key.


3.16 Create Vantive Case for Missing Tapes
Measurement and tracking of missing tapes from the tape library.

3.16.1 Opening a Vantive Case
Ensure that when opening a ticket for a lost tape you contacted BEX at 3200 when the tape was first lost and
pending on the drive to get the SE name and phone number for further follow-up.

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From the LAN, screen Click on START, PROGRAMS, VANTIVE, VANTIVE CLIENT.
1.   Enter name and password.
     Name = Your first and last names. (Example = Joe Smith).
     Password = Password that each individual has selected for themselves. (Note: Vantive passwords do not
     expire.)
2.   Click on File on the toolbar menu.
3.   Select ‘New’ and then ‘Case’. This will bring up a new screen to open a Vantive case.
4.   Type your first name and last name in the appropriate boxes and hit <enter>. You must enter it with the
     first letter of each name capitalized and the remaining letters in lower case.
5.   A window will be displayed with users sharing the same name. Be sure to select the name that is associated
     with EDS (CORPORATION) Sacramento. This can be determined by scrolling over at the bottom of the
     window. Select the appropriate name and click the ‘Use’ bar. This will automatically fill in some of the
     required fields for the case. If the contact does not exist refer to ‘Creating A New Vantive Contact’.
6.   All of the red fields need to be filled out in order for a ticket to be opened
7.   Type in a brief summary of the problem in the Summary field. (Ex. Missing tape #G00900)
8.   In the Initial Contact field type in detailed information of the problem. (Ex. Give information of what was
     done when tape could not be found.)
9.   Fill in the remaining fields as follows:
     Agreement = Mainframe
     Case Type = Information
     Case Severity = 4-Minor Impact or 5-No Impact
     Group Assigned = 7738 – SAC MEDIAOPS.
     Service Class = Hardware
     Product = TAPE
     Symptom = N/A
10. Click on the Events tab. This tab is used to track the events of the case. This is also where updates on the
    case will be entered.
    Event Action = Acknowledged or Opened
    Event Time = The time in minutes to open and dispatch the case. (Ex. 5)
    Detail = The same as was entered in Initial Contact on the Information tab.
11. Save the record by clicking on ‘File’ and selecting ‘Save’. The ticket has now been dispatched to the Group
    Assigned to it.

3.16.2 Creating a New Vantive Contact
1.   Log-on to Vantive
2.   Click on File
3.   Select ‘New’ and then ‘Contact’.
4.   Enter all of the Contacts information on the Information, Addresses, and Login IDs tabs. Fields indicated in
     red must be filled out.
5.   Save the Contact.


3.16.2 Updating A Vantive Case
1.   Log-on to Vantive as directed in “Opening a Vantive Case”.
2.   Click ‘File’ on the toolbar menu and select ‘Inbox’.
     Click on the appropriate Inbox and hit <enter>.

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     All the cases assigned to this Inbox will be displayed and you can double click on the appropriate case.
     OR
     Click on ‘File’, ‘Open’, then ‘Case’.
     A window will come up and you enter the case number that you need to update in the box and hit <enter>.
     Double click on the case.
3.   Tab down to ‘Case Status Field’ and select appropriate status. (Ex. ‘Pending’).
4.   Click on the Events tab and click the “New” button. This will allow for a new update to be input.
5.   Choose the appropriate Event Action (i.e. Acknowledge Case, In Review, Status Check, Pending, etc.).
6.   Enter the Event Time in minutes. (i.e. 5)
7.   Enter the details of the action taken on the case in the Detail field as to what steps have been taken to
     resolve the problem.
8.   Save the record and exit the case.


3.16.3 Closing a Vantive Case.
1.   Log-on Vantive.
2.   Open the CASE to be updated.
3.   Click in the ‘Case Status Field’ and select ‘Closed-Resolved’.
4.   Click in the ‘Actual Date Resolved’ and enter the date that problem is being resolved.
5.   Click on EVENTS Tab.
     Click the box NEW
     Event Action = Close Case
     Event Time = Time in minutes to close the case (i.e. 5).
     Detail Field = Events that occurred to allow the case to be closed. (Ex. found missing tape G00900 in the
     master rack)
6.   Click on the SURVEY tab. This tab must be filled out in order for the case to be closed.
     Resources used to resolve the Case = Click the box for ‘Peer’
     Tracking Information = Click the box for ‘Problem eliminated with training’ or ‘User contacted’, whichever
     applies. Both can be checked.
     Cause Code = TAPE or OPER (if it was operator error)
     Root Cause box answer the following 6 questions
     WHAT actions were taken to RESOLVE the problem?
     WHO verified the effectiveness of the fix?
     WHAT was done to VERIFY the effectiveness of the fix?
     WHAT was the root cause of the problem, if one was discovered?
     LIST the preventative actions. (What was done to eliminate the problem?)
     DEFINE the situation and impact.
7.   Save changes that were made and then close the case.
If your Vantive ID needs to be reset, call 1-800-287-8524.


3.17 Accessing CA1 Panels for Chevron

3.17.1 How to Access CA1 Panels for Chevron HDCA (Houston)
1.   Log-on to HDCA with your Chevron ID & password.
2.   At the Ready prompt type ISPF, option 1


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3.   On the command line type TSO CA1ISPF
4.   The inquiring password is LOOKUP must use when formatting a tape(s).


3.17.2 How to Access CA1 Panels for Chevron SYSA, CDCA & CDCJ
1.   Log-on to SYSA, CDCA, CDCJ with your Chevron ID & password.
2.   At the Ready prompt type ISPF, option S
3.   On the command line type 058
4.   The inquiring password is LOOKUP or EDSSYSP and must be used when formatting a tape(s).
5.   The EDSSYSP password is also used for Utilities Functions.


3.18 COE Server Support (USSARCS001, USSASCS100, USSASCS400)
Managing backup tapes for mid range client.

3.18.1 Escalation Procedures for Getting Support:
    All troubles – server, desktop and printers, need to be reported to the COE help desk at 1-888-263-4337.
    GTS Tickets will be cut for all TFS problems and/or scheduled changes.
    Coverage for servers is billable; coverage is 24x7, with 4-hour response time for trouble calls.
    IBM does all the hardware support for servers and will be dispatched by the COE help desk when needed.
    Tape back-up issues contact Bret Haney (primary): 1-972-796-5531 or Mike Anderson 1-972-796-5538.


3.18.2 Tape Information
    Tapes are removed and loaded on Thursdays and Fridays only or if we receive instructions from COE.
    Tapes MUST BE changed after 09:00AM PST and prior to 12:00PM PST so operations has time to verify
     the tapes are loaded before the new jobs commence. (Refer to 1 st Q-COE-Tape Schedule document, located:
     Y:\System Monitoring\EOG\COE-Support\1st Q-COE Tape Schedule.doc).
    When changing tapes, if you notice that a slot in the magazine is empty, you must manually eject the tape
     from the drive before you reload the magazine with the new backup set.
     (See procedure “Unloading a Cartridge Manually”, which is located below)


3.18.3 Loading and Unloading a Magazine from the Library
In this process a magazine will replace the one removed – DO NOT leave the magazine out. This requires
loading the 2nd magazine with the replacement tapes prior to removing the one in the unit.
1.   Remove the key, insert into the lock and turn it to the 12 o’clock position (OJT).
2.   Put the system in “Offline” status, turn the key counter-clockwise, to 9 o’clock and open the front door.
3.   Unload the magazine by grasping the flanges on the right and left side of the magazine, then pull the
     magazine straight out from the tape library area.
4.   Remove/Replace cartridges and push the magazine straight into the tape library positions. Retention springs
     are strong; push firmly while keeping the magazine straight.
5.   Make sure the magazine is loaded securely in the tape library.
6.   Close the door.


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7.   Turn the front door key to the 12 o’clock position and put the system in “Online” status (OJT).
8.   Turn the key 3 o’clock position, put the key into the recessed area and close the top portion of the door.


3.18.3.1 Loading the Fixed Cells Manually
The fixed cells are located in the back of the unit to the left of the two tape drives and are visible after removing
the tape magazine.
1.   Remove the tape magazine per “Loading and Un-loading a Magazine from the library”, see above (OJT).
2.   If the robotic shuttle is blocking access to the fixed cells, gently push it to the right side.
3.   Load the cartridges into the fixed cells. (Left to right, leaving the 5th slot open, this is reserved for the cleaning
     tape).
4.   Reinstall the magazine, then close the front door of the tape library.
5.   Close the tape library front door as described in “Loading and Un-loading a Magazine from the Library”.


3.18.3.2 Loading a Tape Cartridge Manually into Drive
1.   Open the tape library front door as described in “ Loading and Un-loading a Magazine from the Library”.
2.   Remove the tape magazine.
     *If the robotic shuttle is blocking access to the tape drive, gently push it to the left side.
3.   When the Operator Handle light is on steady and the beep sound has occurred, pull the cartridge
     insert/release handle open.
4.   Insert the cartridge.
5.   Push the cartridge into the drive slowly.
6.   Push the handle closed.
     *Note: To prevent handle failures, assist the handle to the closed position. Do not flip it. The operator
     handle light turns off and the Tape in Use Light blinks to show the tape is loading. When the tape is at the
     beginning-of-tape (BOT) marker, the Tape in Use light turns on steady. The tape is now ready for use.
7.   Reload the tape magazine.
8.   Close the tape library front door as described in “Loading and Un-Loading a Magazine from the Library”.


3.18.3.3 Unloading a Cartridge Manually from the Tape Drive
1.   Open the tape library front door as described in “Loading and Un-loading a Magazine from the Library”.
2.   Remove the tape magazine.
     *If the robotic shuttle is blocking access to the tape drive, gently push it to the left side.
3.   Press the Unload button. The Tape in Use light blinks as the tape rewinds.
4.   When the Operate Handle light turns on (the beeper also sounds), pull the cartridge insert/release handle
     open to eject the cartridge.
5.   Remove the cartridge.
6.   Push the handle closed.
7.   Reload the tape magazine
8. Close the tape library front door as described in “Loading and Un-loading a Magazine from the Library”.




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3.18.4 Tape Schedule: Multiple DLT Site
Full tapes (Onsite & Offsite) should be loaded left to right, “A-J”, in slots 1-10 (removable carriage) and the
incremental tapes should be loaded in slots 11-14 (back wall of the unit, that is behind the removable
carriage).
*Slot 15 is closest to tape drives and is reserved for the cleaning tape.
   Weekly Backup Schedule:
   Monday – Thursday Incremental (Monday overwrite, Tuesday – Thursday append)
   Thursday Off-site Full (this tape set is to be sent offsite for storage)
   Friday On-site Full (this tape set is kept onsite)


3.18.4.1 Weekly Tape Change Schedule
Please refer to Y:\System Monitoring\EOG\COE-Support\1st Q-COE Tape Schedule.doc.

   Thursday- Off-site Full – rotate sets 1-9
   Friday – Incremental tapes and the On-site Full
        Incremental – change to the weekly set. Some months may have 5 weeks. If the last day of the month
         is Mon or Tues, use the 1st weekly for the next month
        On-site Full – rotate sets 1-9


3.18.4.2 Weekly DR
   Full off-site tapes are to be sent off-site for a period of 8 weeks. (Offsite location still being determined,
    please keep on-site in the rack near the Server until the process is formally established.)
   Full on-site and weekly incremental tapes will be maintained in the rack near the Server.




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                                     Fon’s Tape Procedures




    APPENDIX A - RETENTION PERIODS FOR QUALITY RECORDS
                           RET.              RECORD
RECORD NAME                PERIOD            LOCATION          DESCRIPTION
ICSTAP03                   1 Month           DOC –35           Tape Library Turnover checklist/Logbook
ICSTAP05                   1 Month           DOC-19            Customer Sign Out Log
CTPG REPORT                Current Month     DOC 05            All tapes returned to clients using CTPG A, Side,
                           plus 1 Month                        Victor Tapes Sent to client Current month in
                                                               binder previous 1months in file cabinet
CTPG REPORT                Current Month     DOC 06            All tapes returned to clients using CTPG B,
                           plus 1 Month                        Victor Tapes Sent to client Current month in
                                                               binder previous 1 months in file cabinet
CTPG REPORT                Current Month     DOC 09            All tapes returned to clients using CTPG E
                           plus 1 Month                        Victor Tapes Sent to Client Current month in
                                                               binder previous 1 months in file cabinet
CTPG REPORT                Current Month     DOC 14            All tapes returned to clients using CTPG C
                           plus 1 Month                        Victor Tapes Sent to Client Current month in
                                                               binder previous 1 months in file cabinet
DRA Receipts               Minimum           DOC-07            DRA Transmittal Forms – Vanguard Vaults
                           2months
DR Reports                 Current Month     DOC-02            Reports of all tapes shipped to the DRA site.
                           Plus 1 Month
IMSTAP12                   Minimum           DOC-17            Manual callbacks from DRA.
                           1 year
IMSTAP07                   Minimum 1         DOC 03            DRA Callback Log
                           Year
CalFed Bank Transmittals   Minimum           DOC-08            Transmittals received from CALFED Bank
                           2 months
ICSQMS21                   Most Current      DOC-26            Document Controller Checklist
                           Version           (Cabinet Drawer
                           Revisions of      located in Tape
                           document          Library)
ICSTAPT2                   Indef             Online            Tape Library Training Checklist matrix. Stored
                                                               in \\QMS\QMSDOC\PROD\TAP\Trn_rcd
MEDICAL Transmittals       Minimum           DOC-10            Transmittals received from MediCal.
                           2 months                            Current month in binder previous in file cabinet.
All Other Transmittals     Minimum           DOC-11            Transmittals received miscellaneous clients
                           2 months                            Current month in binder previous in file cabinet
Shipper Reports            Current Month     DOC-01            Reports of all tapes shipped out of house.
                           Plus 1 Month
World Transmittals         Minimum           DOC –32           Binder containing World Transmittals
                           1 month
Chevron Shipper Log        12 months         Online            Chevron Shipper Log Form stored on-line Tape
                                                               services Y: drive, click on the folder Chevron




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                                        Fon’s Tape Procedures



Ms Exchange Log             6 months          Online            MS Exchange Log stored on-line Tape services
                                                                Y: drive, click on the folder MS-Exchange
Chevron San                 3 months          DOC 38            Chevron San Ramon/Houston User Tapes
Ramon/Houston User Tapes                                        Logbook
Logbook
Vanguard Vaults             1 months          DOC 40            Vanguard Vaults DR Discrepencies Book
Discrepency Report

Shift Meeting Minutes       Minimum            On-line             Y\\SAIPC3A\SA300001\HOME\TAPESVCS\
                            1 month                                MEETINGS\(Shift)\(Date)
Note: “DOC - nn” (where nn - 01 - 99) represents a location for hard copy quality records residing in a file
folder, binder, etc.




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                                             Fon’s Tape Procedures




             APPENDIX B - AUTHORIZED DOCUMENT HOLDERS
The following list represents the job titles, functions or service areas authorized to receive controlled hard
copies of the QMS document listed. This list is maintained by the service area Document Controller, any
requests to be added to the lists should be directed to this individual.

IPSTAPA0 - Tape Library Work Procedures Manual
TITLE OF COPY HOLDER                                        NUMBER OF                       COPY NUMBER
                                                            CONTROLLED HARD
                                                            COPIES ISSUED
Tape Library                                                5                               1-5
Tape Management                                             1                               6




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