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How to implement archiving scenario

Lotus Notes 6.5/Windows XP Professional

Currently, I when I archive, everything goes into the same archive file.  Is it possible to set this up, and if so, how:

I want 4 archives:
Less Than Six Months
Six Months to a Year
One to Two Years
Two to Three Years

When I archive, the emails go into the first archive.  As they get to be six months old, they go into the second archive.  When they get to be 1 year old, they go into the third archive.  When they get to be 2 years old, they go into the fourth archive.  And, when they get to be 3 years old, they get deleted?
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wsturdev
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wsturdev
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1 Solution
 
SysExpertCommented:
ALL you need to do is set up a new archive, every 6 months .

This is not a perfect solution but it is workable if that is how you want to do this.

If you ahve it all together for now, then
a) Archive all stuff over 3 years old, or  simply have it set to delete.
b) Archive all stuff over 2 years old into a new Archive, and have it deleted from the main
c) Archive all stuff   1 year old into a new Archive, and have it deleted from the main
d- Same for stuff over 6 months.
 

I hope this helps !
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dom_adminCommented:
I think that SysExperts solution is the easiest to implement, but it should be possible to configure archiving in your archives as well - so that it would be possible to implement the solution you require.

There are pros and cons to both scenarios though... The new archive every 6 months would leave you with an unlimited number of archives. Your own suggestion would leave you with 4 archives, but archiving would need to be performed in each archive (unless you are configuring your server to perform the archiving scheduled).

Server-based archiving is performed by the compact task, and would use the archive profiles you define in each archive database.

Good luck :-)

/Brian
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wsturdevAuthor Commented:
I cannot do server-based archiving, so it all has to be local.

How do I create agents in each archive to push the appropriate items to the next archive?
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dom_adminCommented:
You would have to use the existing archiveing functionlity in each archive database... That is what makes it a "troublesome solution"... If you have to do it locally, the easiest solution to configure would probably be the original suggestion from SysExpert.

Otherwise you would have to manually open each archive database, and perform a manual archive in each archive to push documents to the "older archives".

What is it, that prevents you from performing server-based archiving - you do not have admin access to the server ?

/Brian
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wsturdevAuthor Commented:
In a nutshell that is it.  I am allowed a defined amount of mailbox space and no more.  If I want to keep that much mail, I have to do it locally.  I keep all emails completely intact, attachments included and it takes up over 4GB.
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dom_adminCommented:
OK... you then have to decide wich of the two solutions suits you the best ? Or maybe a third possibility of only having one archive - if the archive is local, why not just use one archive ?

That would make it easier for you to find information in your archive as well.

If you are serious about splitting the archive as you've specified, then the easiest to use is the one from SysExpert
(creating a new archive every 6 months). The one where you have 4 archive databases would require that you perform archiving in every archive database - which I'm almost certain that you do not want to do, in the long run.

/Brian
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wsturdevAuthor Commented:
The reason for multiple archives is that a single archive gets to be huge.  Mine is 4GB.  At some point, probably around the 1.5GB range, it starts to cause a problem in Notes.  The problem does not seem to be critical -- when I open the archive, I get a message about an overflow error.

But the more important reason is that every time I archive, the archive file gets added to.  This has a cascading effect -- when I do an incremental backup of my files, I am backing up a 4GB file.  If I had my archive segmented, I would only have to back up the latest segment.

Having each archive do an archive to the next older segment would also cause me to have to back up the oldest stuff, but it would only be once a month.

<You would have to use the existing archiveing functionlity in each archive database> Are you saying it is not possible to set up an agent to do that automatically?  e.g. the agent would run once a month?
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dom_adminCommented:
OK, I understand your reason :-)

It should be possible to do the archiving automatically via an agent... Mailfiles per design contain the agent LocalScheduledArchive. This agent should be enabled in each mailfile. You would also need to configure your archive profiles (where each profile points to the older archive) in every "archive-mailfile".

Also, you would need to enable local scheduled agents - located in the File - Preferences - User Preferences dialog box. The checkbox is called "Enable scheduled local agents". This enables your client to schedule archiving to once a month. If this option is not enabled, you can still schedule your agents - but they will never run :-)

Just remember, that in time, your oldest archive would again reach your problematic size of 1.5 gb (i don't really understand if that should be a problem - i have many users with mailfiles that size and larger).

If the built-in archive functionality is not good enough, you would still be able to write an agent yourself - but that task might be a bit more complex than it seems (even though still possible to overcome).
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wsturdevAuthor Commented:
The message when opening the archive file may be due to something other than size.

<in time, your oldest archive would again reach your problematic size > True, but if I have a final agent that says "delete anything older than dirt" it should stay manageable.
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dom_adminCommented:
That is true ... forgot about the delete older stuff "policy" :-)

You should be able to configure this to begin with, without having to write agents yourself... Don't know if you know LotusScript, but if not - and you end up going for an "inhouse developed solution" let me know, and I will try to assist.

/Brian
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wsturdevAuthor Commented:
I do not know LotusScript and will probably be asking for more assistance.
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qwaleteeCommented:
Forget it, too complicated for Notes's built-in archiving.
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dom_adminCommented:
Archiving is archiving ... Notes doesn't care what kind of source database you are archiving from...

So "too complicated" is a false statement ... Not the optimal solution might be more appropriate.  That is also why I offer to assist in working out another solution.
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qwaleteeCommented:
Nope, I stand by "too complicated."  Notes archiving is not designed to dynamcially tier things out or go hierarchical, and it definitely is not designed to allow an item to archive and then archive again.  Can you kludge it?  Yes, but not easily.  Hence, too complicated.
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wsturdevAuthor Commented:
dom_admin,

I am working on a Lotus Script.  How do you debug it (step through the code)?  I am getting a rather sparse error message "Object variable not set" and cannot figure out how to get into the code to determine where the error is occuring
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qwaleteeCommented:
File -> Tools -> Debug LotusScript
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dom_adminCommented:
@qwaltee... OK, i see your point - and probably agree that it would be a complicated (even though I don't like to admit it) :-)

/Brian
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wsturdevAuthor Commented:
dom_admin,

You have started me down the path I feel will ultimately result in what I am looking for, but I have been handed numerous other higher priority tasks so it will be a long time until I get back to this.

Meanwhile, I am being pressured by the "Open Question Cleanup Police" to close this questions.

Thanks for your help, and maybe in the next few months I can come back to look for additional assistance.
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