Lotus Notes Database Backup

Posted on 2004-11-24
Last Modified: 2013-12-18
Hi, we have several databases in lotus notes. The main customer database is about 1 gig. The ex lotus notes admins had assigned the database size to be 1 gig. and the bosses at the company want it that way. so i need to back up the database. In the past what people have done is, back up a copy of the database, name it something else, also change the "title" of the database and put it in an archive directory. and from the live database, they used to take out some information. i am new to lotus notes, and i dont know how to back up a copy of a database and change its name so it appears as an entirely diff. database, and its as an archive. Please help.
Question by:khunnas
    LVL 24

    Expert Comment

    Usually copy paste would work.. But it is ugly way of backing up .. Use the backup software to do the job

    Some backup s/w are smart enough to backup live open dbs

    LVL 4

    Accepted Solution

    If you have administrative access to the server you can do this.

    On your workspace right click on the icon of the dtabase in question.
    Select Database -> New Copy...

    In the Copy Datbase Dialog select the following:
         Server: Select your server
         Title: New Name of Database Backup
         File Name: Specify the path (Relevant to data directory and new filename of database (For Example: Archive\Backup.nsf)
         Copy: Select Database Design and Documents
         Place a check mark in Access Control List to initially copy the current ACL over to the new database.
    Select OK

    This will create a new copy of the entire database with a new replica ID and all the documents from original database.

    Once this is done if you want to copy documents from the original to this database you must either do it manually or use an agent. Replication will not be possible as this is an entirely new databae.

    If you decide to go with an agent you can have one that is scheduled or one that is manually kicked off. Depending on how you would like to archive documents depends on the method you will use.

    I personally like to do it manually if you only archive a few times a year so you can keep an eye on things and verify the data was ported before removing it from the original.

    For a document port agent, create a new agent in the original database:

    When should the agent run? Manually from actions menu if manually doing it or schedule it
    What documents should it act on? Selected document if selecting them manually or All documents in the database if using search criteria.

    I myself in this case created a folder that contained all documents the were older than whatever time frame you want to use. Then I had it run on all the documents in the database and in the search used the condition In Folder to specify that folder.

    Run: Simple Actions
    Action: Copy to database - select the newly created database.

    LVL 31

    Assisted Solution

    Hi khunnas,

    "The ex lotus notes admins had assigned the database size to be 1 gig and the bosses want it that way"
    If I understand you correctly, this database could easily grow beyond 1 GB if it were allowed to.  So, to avoid letting it get out of hand, it is limited to 1 GB.  Every time it approaches this limit, someone makes an archive copy, then deletes old stuff from the live database.

    The easiest way is File -> Database -> Copy, and just change the filename. For example, if the file is called apps\customer.nsf, in the new copy dialog box, you can just change it to customer_archive\todays_date.nsf

    To change title -- right click database icon, choose properties, and just edit the title.  Press ENTER, that's it.

    Now, database copy from a client machine of a 1 GB DB will be SLOW.  So, I suggest a different approach.  During off hours, go to the server console, and type DB FLUSH.  This will close most open files.  Wait a few seconds, using the server's OS file tools (e.g., Windows explorer), copy the file.  The problem is that will make it a RPELICA copy, wich means changes in teh archive can get nerged into the live database.  So, you want to mark the database not to replicate.  Open the new database in your Notes client, choose File -> Replication -> Settings, "other" tab, and mark "Temporarily Disable Replication."

    Or, you could geta  tool that changes replica ID, which is probably a safer thing to do.

    Overall, I think this strategy is a bit nuts.

    Best regards,
    LVL 4

    Expert Comment

    I guess the main question here is for what purpose are you needing to create the backup / archive database?

    Is the database to house documents of a certain age?
    Is there a point that you no longer need documents?
    Are you wanting archiving to be a multi-tiered approach where old documents are stored offline and more recent older documents are stored in an online archive?
    How often do you perform cleanup and what is the criteria for a document remaining?

    Once you have figured out exactly what you want to accomplish a step by step plan can be devised for you.

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