Lotus Notes 7 Help - Creating or editing a set of archive criteria

MAIL AND ADDRESS BOOK

Creating or editing a set of archive criteria
You can use the Create Archive Criteria and Edit Archive Criteria dialog box to specify how the selected set of criteria will handle documents in the current database.

Note For an overview of the process for archiving your own mail, see Archiving mail messages to free up space.

1. If you haven't already done so, open the database you want to archive, choose File - Database - Properties and click "Archive Settings."

2. Click Basics, and specify the computers where archiving runs and where the archive is stored.

3. Click Create or Edit. The Create Archive Criteria or Edit Archive Criteria dialog box opens.

4. Enter or edit the name of your private criteria set.

5. Click "Selection Criteria" to choose which documents to archive. You can archive documents:

Based on their activity (date last modified), expiration setting, or creation date, and their folder/view in the database, or
Based on those selected individually by the user. In this case, the date criteria is no longer required and is not an option. This setting applies only to documents that you manually select in a database view.

Note

When archiving selected documents, the Advanced archive setting "Do not delete documents that have responses" does not apply.

6. Set cleanup options for your mail file by doing one of the following:

To archive documents in a separate archive database and remove them from the current database, select "Copy old documents into my archive database specified here, then clean up this database," then click the folder icon to specify the file name and path of the database.
To delete documents instead of archiving them, select "Just clean up this database without archiving."

Caution

Be careful with this setting. Once documents are deleted, they cannot be recovered! It's safer to create an archive database, and then set up archiving which uses this setting

for

the archive database. This lets you save documents in the archive as long as you want, but still have Notes automatically delete them for you.

7. If, in Step 6, you chose to both archive and remove the documents, select one of the following:

	Option	Description
	Remove archived documents from this database	This setting deletes entire documents without changing the content of any documents
	Reduce the size of documents in this database	This setting streamlines the content of documents instead of deleting them. You can: Remove attachments, leave summary. The summary preserves certain basic fields, for example, in mail, the subject of the message. Remove attachments, leave summary and 40kb. Most mail messages contain less than 40kb of rich text, so this option reduces as few documents as possible.

8. Click OK.

9. Now you are ready to set a schedule for archiving or run archiving manually.

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