Email purging feature for Lotus Domino version 8.0.1

Guys I am quite new in the Lotus world so really dont know what different options Lotus offers to the admins. I need a solution that can delete old emails defined by the admin. We have users with emails as old as 10-12 years. Is there a feature where I can set the email purge period eg If i set a period where it says purge all emails older than 6 years then the Domino server should scan all the email accounts and delete emails older than 6 years.
I came across a solution from Logistics and I am currently evaluating it, if you know of a built in lotus feature or any other better solution than logistics then kindly let me know.

Thanks.
KASPBoodaiAsked:
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mbonaciCommented:
Yes, Database - Replication settings - Space savers - Remove documents not modified in the last x days
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mbonaciCommented:
You can also enable mail quota in Domino Administrator, to avoid large mail databases in the future.
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Sjef BosmanGroupware ConsultantCommented:
What crude solutions! It seems a lot better to set up automatic archiving, to local databases, and set it up in a Policy document. It's the user's own responsibility to maintain the archive. My personal archive dates back 10 years, and NOBODY will take that away from me! But, the archive is on my personal workstation's hard drive, I rarely use it so the indexes are small, and it doesn't put a burden on the server. Don't forget to add Quota settings, as Marko suggests.
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mbonaciCommented:
The thing I suggested will do exactly what was asked, it'll purge the database.
I presume the question author knows what he is doing, this was pretty concrete question.
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Sjef BosmanGroupware ConsultantCommented:
If someone were to purge my mail database, I'd do all I can to find a way to purge that person! Man, if you left me with only 6 months of mail, I'd be mad as hell...

But, as always, the asker has the final word! :-))
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KASPBoodaiAuthor Commented:
Guys its Company policy to not have emails on server for a certain period of time. The option provided mbonaci is good but its restricted to a single email account. Cant we make this global where in one shot all email messages older than say 5 years gets deleted instead of doing it per account basis.
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mbonaciCommented:
If you need that for all databases you should use exactly what Sjef suggested:
 - setup Administration policy for archiving
 - create Server program document (Administrator > Configuration tab > Server > Program) to schedule compact task with -A argument to force the archiving.
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KASPBoodaiAuthor Commented:
We have automatic archiving solution from Symantec. What we need is to delete emails from the server which are for eg 5 years old.
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Sjef BosmanGroupware ConsultantCommented:
> We have automatic archiving solution from Symantec.
I suppose you have automatic backup, not archiving, which is something completely different.

And company policies are to me as waving a red flag to a bull...  :-]
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Sjef BosmanGroupware ConsultantCommented:
Well, that's a little too blunt... Reasonable policies are okay, but if you can achieve the same using a different approach, that should also be permitted. I assume the purpose is to keep the mail databases small. So: 1) set up archiving to local databases, and 2) set quota on all mail databases. The archiving effectively removes documents from the mail database to the (local) archive database. The quota set will help/force users to keep their mailboxes clean.
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KASPBoodaiAuthor Commented:
We are using Enterprise Vault from Symantec which does archiving but not on the local PC but on a centralized server. This is why we want a purging solution or else our Enterprise server will continue to grow rapidly with emails as old as 10 years.
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mbonaciCommented:
There's no way to enable the cut-off option, I suggested in my first comment, on multiple databases using Domino Administrator.
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mbonaciCommented:
Be careful...
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KASPBoodaiAuthor Commented:
Scripting is not my area and its better I stay away from it. Is there a way where I can push a policy that will enable this super saver option on all clients in one shot without the need for enabling it one by one.
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mbonaciCommented:
If you don't want to develop this yourself, then your only solution is to buy a product like this one:

http://www.akornn.com/web/newhome.nsf/fd0771b448558ef685256d3c004b9895/44b11dce540a77eb852573170019ec60!OpenDocument
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Paul SolovyovskySenior IT AdvisorCommented:
Why don't you setup Expiry in Enterprise Vault.  Since you alread have archiving you can setup expiry on the Vaults and delete anything that is older then 10 years old depending on your HR Policy.  It will archive the the mail into the vault and then expire it otu of the vault depending on what type of retention you have set.
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KASPBoodaiAuthor Commented:
That seems to be a good solution to configure vault to do the needful. Let me check this out. Thanks.
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KASPBoodaiAuthor Commented:
paulsolov: I checked for the options in EV archiving software, the issue with this type of retention is that it will delete emails only in the EV store as per the aging time you have set but the reference or the pointer mail will still exist on the domino server. It would have been much better if EV could delete mails both from the EV store and domino server.
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mbonaciCommented:
You got exactly what you asked for in my first comment?!?

This is the second time that you asked the question, experts gave their suggestions and in the end you say "None of the solutions offered met our requirement".

Next time ask more specific question if you want to get a specific answer (or get a refund).
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Sjef BosmanGroupware ConsultantCommented:
Indeed. And I suggested archiving and then you say it isn't permitted. The automatic archiving you have from Symantec isn't the same as Domino archiving: Symantec's solution is backup, whereas Domino's solution is to copy data to a different database, in order to make the main mail database smaller. It would create many archive databases, but the total size would be less. Plus, you could force users to archive on their own system. Or you could exclude the archive databases from the Symantec archive. Seems a fair solution to me.
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KASPBoodaiAuthor Commented:
Come on guys I understand your frustration but frankly speaking none of your suggestions worked for me..either the options were not available in Domino or there are limitations in Symantec EV.
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mbonaciCommented:
Please explain why each of them did not work.
Start with the first comment.
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Sjef BosmanGroupware ConsultantCommented:
If none of our solutions meets your requirements, while we think they fit your question, the only conclusion can be that your question above is incomplete and you didn't give us the full requirements. And what options were suggested that are "not available"? Do we do that, do we suggest impossible solutions??

I'm not frustrated, I'm just puzzled...
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KASPBoodaiAuthor Commented:
Ok Sjef,
-----------------------------------------
First solution----mbonaci:
Yes, Database - Replication settings - Space savers - Remove documents not modified in the last x days.
My Answer - This is Lotus client option we want to enable this from the server side.
------------------------------------------

Second ---mbonaci:
You can also enable mail quota in Domino Administrator, to avoid large mail databases in the future.
My answer: Mail Quota is enabled but that would not stop users from retaining emails that are 10 years old and above.
-----------------------------------------------

Third - Sjef:

What crude solutions! It seems a lot better to set up automatic archiving, to local databases, and set it up in a Policy document. It's the user's own responsibility to maintain the archive. My personal archive dates back 10 years, and NOBODY will take that away from me! But, the archive is on my personal workstation's hard drive, I rarely use it so the indexes are small, and it doesn't put a burden on the server. Don't forget to add Quota settings, as Marko suggests.

My answer: Again archiving does not solve our purpose of purging emails older than 10 years for all accounts in one shot. It is only a way of storing emails locally.
--------------------------------------------------------------------------

Fourth - mbonaci:
But if you want to write some code here you are:
http://www-10.lotus.com/ldd/46dom.nsf/55c38d716d632d9b8525689b005ba1c0/a9bc602cf5c1ffc185256a030007b090?OpenDocument

My answer - Sorry but scripting is not my area and I am not quite confident running a script against a production server.
----------------------------------------------

Fifth - mbonaci:
If you don't want to develop this yourself, then your only solution is to buy a product like this one:

http://www.akornn.com/web/newhome.nsf/fd0771b448558ef685256d3c004b9895/44b11dce540a77eb852573170019ec60!OpenDocument

My answer - Solution is good but as per company norms we need local dealer/distributor for this product.

--------------------------------
Sixth - paulsolov:

Why don't you setup Expiry in Enterprise Vault.  Since you alread have archiving you can setup expiry on the Vaults and delete anything that is older then 10 years old depending on your HR Policy.  It will archive the the mail into the vault and then expire it otu of the vault depending on what type of retention you have set.

My answer : I checked for the options in EV archiving software, the issue with this type of retention is that it will delete emails only in the EV store as per the aging time you have set but the reference or the pointer mail will still exist on the domino server. It would have been much better if EV could delete mails both from the EV store and domino server.
--------------------------------------------

So I guess I have justified my reason for not assigning any points, however I would not mind distributing points as you guys have put in effort.

Regards

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mbonaciCommented:
Good job!

I think you're right, maybe half of the comments wouldn't be there if you did this after each solution was proposed...

Although I don't understand why do you care how old the e-mails are in users mail boxes if they obey quota?
I assume your goal is to limit size of mail databases, or not?

BTW, you don't need permission from anyone to close the question and award points.
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Sjef BosmanGroupware ConsultantCommented:
Better indeed. :-)  Next time, please give the requirements and constraints right at the start....

By the way, I'd be furious if someone deleted my old mails. IMHO the least you can do is send your users a mail telling them what's going to happen, what options there are, and then point your users to the Help documents on how to create a local archive database.
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Sjef BosmanGroupware ConsultantCommented:
By the way, this company might just have your solution:
http://www.lialis.com/Applications/EnglishSite.nsf/dx/Lialis_Archive_Solution
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KASPBoodaiAuthor Commented:
Isnt this supposed to be a archiving solution more than purging?
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Sjef BosmanGroupware ConsultantCommented:
It is indeed an archiving solution, but it also does the purging part you need. Send the guy a mail, he'll be more than happy to send you a reply with all details you need.
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KASPBoodaiAuthor Commented:
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