Archiving
An archive is a copy of a database you can create to store information no longer in use. Like a replica, an archive contains all documents and design elements in the original database, but unlike a replica, an archive never sends any changes back to the original database.
Archiving is particularly useful for mail databases. When you send a mail message, Notes automatically saves a copy of it in the Sent view, causing your mail database to increase in size. You can create folders and put messages in them to organize your mail, but this doesn’t decrease the size of your mail database. Archiving frees up space and improves the performance of your mail.
You must have at least Editor access to your own mail database to run archiving.
Details of mail archiving
If you have access to archive your mail privately, you can choose how you want to archive it. After specifying which documents you want stored, you can have Notes archive on a schedule, or you can choose a command to archive whenever you want. You can set the archive process to be performed by the Notes client software (client-based archiving) on your computer so that you can have more control over the schedule. The archive database is stored locally which you have access. When Notes has created the archive database, you can bookmark it, delete it, copy it, or perform other tasks with it as you would any other database.
In a Mail database, you can see all your sets of archive criteria in the navigation pane under the Tools icon, drag documents to a criteria set name to archive, and open archive databases by clicking criteria set names.
Screenshots and example of document selection based manual archival.
CREATION OF ARCHIVE POLICIES
1 In the
mailbox,
select
“actions ->
archive ->
settings”
2 On the
Advanced
Tab you will
see the
location of
the archive
log file
3 On the
settings tab,
you can
create
archive
profiles
according to
your
requirements.
Just click on
the “Add”
button to the
right to
create and
“Edit” button
to modify
4 You will
then be able
to create
your own
profile names
and the
location of
archive files
HOW TO ARCHIVE MAILS
5 Once the
setup is
complete, the
user can start
to archive
their mails.
Select “All
Documents”
under Views
Column.
From this
location,
select the
files that you
want to
archive.
Then select
“action ->
archive ->
selected
documents”
The files will
be archived
according to
the folder
location (e.g.
inbox or sent
or user
created
folders)
To select documents based on activity
If the Archive Document Selection dialog box is not open, open the database you want to archive, choose File - Database - Properties and click "Archive Settings." Click Settings, add or edit a set of criteria, and click "Select Documents."
Select an activity option:
Option Description
Not accessed
Note This option is available only if the following property is enabled for the database you're archiving. If you have the necessary access to the database, open the Database Properties, click the Advanced tab, and select "Maintain LastAccessed
property."
Documents that have not been opened become available for archiving.
Not modified Documents that have not been opened, edited, then saved,
become available for archiving.
Marked as expired
Note This option applies only to certain types of databases, such as Mail and Discussion, that allow you to mark a document as expired or schedule it for expiration.
Specify a number of days. Documents marked as expired for at least that number of days become available for archiving.
For example, you can mark a mail message for expiration from the Actions - Tools menu in a mail view, or mark any document in a Discussion database for expiration from the Actions menu.
Selected by user
Note When archiving selected documents, the Advanced archive setting "Do not delete documents that have responses" does not apply.
Documents that have been selected by the user in current view become available for archiving. When this option is enabled, the date settings are disabled, as is the option to select a view or folder from the list box.
If you selected either "Not accessed" or "Not modified," specify a "for" number (for example, 365) and interval (for example, days), and click OK.
(Optional) If you want to use these activity settings only on documents in specified folders or views, complete the next procedure.
To select documents based on folders or views
When Notes creates an archive of, for example, your mail, the archive database design contains all the folders that exist when you archive. In any set of archive criteria, you can select a subset of folders and views to archive from; and you may have multiple sets of criteria that archive different folders and views.
If you change the name of a folder, or delete a folder, the folder is changed or deleted in the archive database the next time you archive. Suppose you have a folder called Sales 2001 from which you archive four documents. The next year, you change the folder's name to Sales 2002 and again archive four documents from it. If you use the same archive database, the folder will be called Sales 2002, but it will have all eight documents in it, including those from Sales 2001. If you plan to archive in multiple years, either create multiple folders in the original database for each year, or, in the Archive Settings dialog box, specify a new archive database file for each year.
If the Archive Document Selection dialog box is not open, open the database you want to archive, choose File - Database - Properties and click "Archive Settings." Click Settings, add or edit a set of criteria, and click "Select Documents."
1. Select "In these views or folders:"
2. Select folders and views in the list, and click OK. To select non-consecutive items, press CTRL.
Tip If you create multiple sets of criteria that act upon different folders and views, consider naming each set for the folders or views so that you can tell what each one does. For example, you may have a set of criteria called "InBox," one called "Sent and Drafts," and, if you have private folders with these names, one called "Sales and Marketing."
Retrieval of your archived emails by specifying the file path for an
archive or archive log database.
For most databases, the Database Path dialog box lets you specify a file name and path (directory) for each archive database associated with each set of archive criteria, or the file name and path for one archive log database. This file name and path will be used on the destination computer specified for all archives of the selected database. The destination computer (either a server or your local computer) is specified in the Choose Archive Server dialog box.
If the Database Path dialog box is not open, open the database you are archiving, choose File - Database Properties, click Archive Settings, and either click Settings, select a set of archive criteria, click Edit, and click the "Archive Database" button, or click Advanced, select "Log all archiving activity into a log database," and click the "Log Database" button.
If you want to archive onto some other medium than your hard drive, for example onto a writeable CD- ROM, you can enter the path to the medium here.
Note You can create more than one archive database for a selected database by creating multiple sets of criteria, but you can create only one archive log per original database.
1. Enter a file name in the "File name" field or leave the default file name.
2. Click the folder icon and specify or browse to the directory where you want to save the database.
