Instructions on how to set up Lotus Notes archiving.

(I suggest printing this out before you start so you can mark your progress)

This will show you how to set up your Lotus Notes Archiving to remove data over 90 days old from your active mail file on a daily schedule and store them in a local encrypted mail file archive.

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Accessing the Archiving Tools

The archiving tools are accessed via the Actions menu in the Lotus Notes 7 client. 3

Do NOT click Archive Now at this point. First, you will need to set up the Archiving Rules
Click here Click [Settings]

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Archive Settings Menu

To configure archiving for the first time select the Settings menu. The box to the left here is displayed: Select the [Basics], [Criteria], [Advanced], and [Schedule] tabs in turn as described below You must complete all steps of the configuration.

[Basics]
The basics menu should look like this so there is no change. Click on [Criteria]

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Instructions on how to set up Lotus Notes archiving.

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[Criteria]
Click on [Create]

Dont worry if this is different

The Create Archive Criteria menu is displayed: The first step is to enter a descriptive name for the Criteria. Name the Criteria Mail Older than 90 Days. This is standard but you could have a name of your choice.

8 Enable the Criteria by ticking the Enable this criteria box.

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Instructions on how to set up Lotus Notes archiving.

9 The next step is to select the documents for archiving using the [Selection Criteria] button.

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Click on the dropdown and find older than: Then enter 90 as displayed: And days Some may already be defaulted Make sure that the In all views or folders radio button is clicked Click [OK].

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This setting specifies the path and name of the archive file and should start with archive\a_ The username will be your abbreviated name. Then .nsf (You must change this if it is different) This setting specifies what happens to the documents in the mail database after they are archived. It should be left set to remove archived documents. After making the settings click [OK] to save the Criteria.

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Instructions on how to set up Lotus Notes archiving.

13 At this point this box may appear allowing you to create a schedule. Click [No] you will do this later. If it does not appear, dont worry.

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Ensure that only the Mail older than 90 days Criteria is enabled (ticked) as illustrated. Any OTHERS MUST NOT have a tick besides them. (To take the tick off, click on the name then click the [Disable] button)

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[Advanced]
The settings should be configured as shown: Check that archive Logfile name is as displayed:Should start with archive\l_ The username will be your abbreviated name. Then .nsf (Change if different)

Untick

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Instructions on how to set up Lotus Notes archiving.

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[Schedule]
Configure this tab to archive each weekday at 10:00 a.m. and for Any location: Once you are satisfied click [OK] button to save.

Dont worry if this is different

Before Creating the Archive

Before creating the archive ensure that enough space is available on the local drive as the archive is created before the mails in the original mail file are deleted you will need the same amount of space again. i.e. if you have a 1Gb Mailbox then you will need at least 1Gb of space available. We are checking all PCs and you will be contacted if there is not enough space. But it is wise to make sure yourself as follows:-

17 The Inbox heading will show you the current size

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Instructions on how to set up Lotus Notes archiving.

18 To see the amount of disk space available Right-Click on your Computers D: (or do the same for C: if you only have C: Drive). Click on [Properties]

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Then compare with step 17 So as a rough guide the free space should be at least equal to the size of the original mail file. If not, STOP! Ring your local Helpdesk or raise a Picasso Ticket

Creating the Archive

PLEASE NOTE: This will take some time to complete (Could be 1 to 2 hours on large mailboxes) so remember to leave plenty of time (best in the morning). DO NOT interrupt the process. DO NOT SWITCH OFF THE MACHINE.

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The first time should be created via the [Archive Now] selection as shown

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You may continue to do other things while it is in progress WARNING: the PC maybe extremely slow whilst this operation is being carried out. Do not be alarmed if the Notes Screen is blank when you go back to it. This is perfectly normal and will refresh when complete.

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Instructions on how to set up Lotus Notes archiving.

22 You can see your archive once completed as shown.

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You Mail file will still be the same size after archiving until you Compact it (see step (17)) Right-click on you mail icon and select [Properties]

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Click on the [i] Tab. Click on [Compact] option This may commence immediately or next time you open Notes. This also may take a little time to complete

25 Once the Archive has been created the archiving will automatically be performed according to the schedule, so you dont need to perform any further actions yourself within Lotus Notes.
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Instructions on how to set up Lotus Notes archiving.

26 Progress of the archive can be checked in the log file database:

FAQ

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Is the archive in the same format as my Mailfile? Will my All Documents in my active Mailfile also search my Archive(s)? Where is my Archive located? Is this backed up? Who is responsible for doing this? Could I back it up if I am concerned about data loss What happens if I still go over the 500 Mb Limit Yes but what if it still does? What do I do then?

Yes, It will also include all your folders as well. You can search, reorder as you would your active Mailfile No, This is an inconvenience but you will have to search the archive(s) separately It is on your PCs Hard Disk. The standard location will be D:\Data\Lotus\Notes\Data\archive folder although this may vary. Not automatically, this will need to be backed up regularly to external Media At the moment you will be, but this will be explained in a further communication and we may have further options. Yes, you can back it up to CD,DVD, USB Stick or USB External Hard Drive (preferred) from D:\Data\Lotus\Notes\Data\archive folder. This is unlikely as the schedule is running every day so unless you have a large influx of mail then the size should remain pretty constant Then incoming mail will still be received but you will not be able to send any mail As before remove large emails (especially attachments) or reduce the number of days in your archiving from 90 days, to say, 60 days No, they remain, as they were.

10 I have got other Lotus Notes archives. Will they be affected? 11 After I have archived I still have a few emails over 90 days old

There can be many reasons for this , e.g. part of a mail thread.. If you wish to move these to the archive. Tick (Select) them, then click on Actions>Archive>Archive Selected Documents. Click OK to the default archive in the Move to Archive Destination The mail will still be sent but will be filed in your ARCHIVED Mailboxs Sent mail

12 What happens if I send an email from my Archived mailbox

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