USER AND SERVER CONFIGURATION


Creating an archive policy settings document
To set up mail file archiving, you use both archive and archive criteria policy settings documents. The archive policy settings document enables you to specify archive policy parameters -- or not specify parameters -- as well as to specify whether IBM® Lotus® Notes® users can archive mail databases, and whether they can set or modify archive settings.

To prohibit all archiving, select the "Prohibit Archiving" setting and apply the policy to a set of users. If you choose to prevent private archiving, users cannot change these settings or create private archive settings.

If you allow archiving, use the archive policy settings document to define whether archiving is performed by a server or by a user's client, and to specify source and destination archive systems. If archiving is client-based, you can also set the archive schedule. If you choose to, you can change the name and location of the default archive log file. You can also set a policy designating that archiving is done by the user's client, and allow the user to define the schedule and archiving criteria.

Note Archiving policy settings are not supported by IBM® Lotus® Domino® Web Access.

To create archive policy settings

1. Make sure that you have at least Editor access to the IBM® Lotus® Domino® Directory and one of these roles:

2. From the Domino Administrator, select the People & Groups tab, and then open the Settings view.

3. Click "Add Settings," and then select Archive.

4. On the Basics tab, complete these fields:

5. (Optional) Under Archiving options, choose one of the following if you want to prohibit archiving. The default is to allow both. 6. Under Archive locations, choose one:
7. Under "Archive source database is on," specify the server or workstation on which the mail file that will be archived is located. This setting applies only to scheduled replication. If a user has multiple replicas of their mail file, any scheduled replication functions occur only in the replica specified here. This setting does not impact the user's ability to initiate archiving when archiving is configured to be performed by the client. Choose one: 8. Under "Destination database is on," specify the server or workstation on which the archive database and archive log will reside. If the user is able to initiate archive functions, that is, archiving is configured to be performed on the Notes client, you must give the user Create access on the destination server to create an archive database. Choose one: 9. On the Selection Criteria tab, do one or more of the following: 10. Click the Logging tab. Under Archive Logging, check the field “Log all archiving into a log database” to log archiving activity to a log database (the default).

11. (Optional) Change any of these fields if you want to change the location of the log directory and log file name.
FieldAction
Log DirectoryThe default is archive. Enter a new name if you want to change it.
Log PrefixThe default is the letter l, followed by an underscore (_). Enter a new prefix if you want to change it.
Log SuffixThe default is .NSF. Enter any other suffix that you would like to use.
Number of characters from original filenameThe default is 50. To change this, enter the number of characters you want to use from the user's mail file name to create the archive log name.
12. In the field "Include document links to archived documents," do one:

13. On the Schedule tab, do one of these: 14. (optional) If you checked "Specify a client-based archive schedule" complete one or more of these fields.
FieldAction
FrequencyChoose one:
  • Daily and then select the days of the week on which to archive.
  • Weekly (default), and then choose the day of the week on which to archive.
Run atSpecify the time. The default is 12:00 PM.

Note The Notes client must be running for scheduled archiving to occur.

15. Under Location, specify the locations from which to archive. For example, if you are using client-based archiving, you may want to archive only from a user's office workstation, not from an island or if the user has dialed in. Choose one: 16. On the Advanced tab, complete these fields:
FieldAction
Delete a document only when the criteria can delete all responses as wellDo one of these:
  • Check (default) to ensure that documents that have response documents that do not meet archiving criteria are not deleted from the database. Use this option to prevent orphaning of documents in hierarchical views.
  • Uncheck to delete documents without prior checking of response documents.
Note This setting does not apply to Calendaring and Scheduling documents which are always checked to prevent accidental "orphaning."
Maximum document retention selection is:Specify for all users to whom the policy applies, the number of days, months, or years that comprise the maximum retention period for deleting and archiving documents. If private archiving is enabled, and a maximum retention setting is in effect, users cannot define criteria with a scope that is larger than the maximum retention setting.

For example, assume the maximum retention is set to two years. Users can define criteria that selects documents created, modified, accessed, or expired up to 24 months. An error is generated if users try to save criteria whose scope is greater than 24 months (two years).

Use customer-generated expiration field:Click to enable administrators to define their own field name for an archive document expiration date.
Customer generated expiration field name:Specify a field name for the expiration date of archived documents. Any archive criteria that selects documents based on expiration date now uses the field name specified here.
17. Save the document.

Related topics