MAIL AND ADDRESS BOOK


Selecting documents to archive
In any database (except mail if prohibited by an administrator's archive policy), you can create a set of archive criteria for which documents to archive. You can select documents based on their activity, select documents from certain folders or views, or both.

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

To select documents to archive, click either of the following:


To select documents based on activity

If the Archive Settings dialog box is not open, open the database you want to archive, choose File - Database - Properties and click "Archive Settings." Click Criteria, click Create or Edit, and then click "Selection Criteria."

1. Select an activity option for the documents:
OptionDescription
Not accessed in more than

Note This option is available only if the following property is enabled for the database you're archiving. If you have the necessary access to the database, open the Database Properties, click the Advanced tab, and select "Maintain LastAccessed property."

Documents that have not been accessed (opened, had their properties viewed, and so on) in more than the length of time you specify become available for archiving.
Not modified in more thanDocuments that have not been edited (and then saved) for more than the length of time you specify become available for archiving.
With expiration date older than

Note This option applies only to certain types of databases, such as Mail and Discussion, that allow you to mark a document as expired or schedule it for expiration.

Documents marked as expired for longer than the length of time you specify become available for archiving.

For example, you can mark a mail message for expiration from the Actions - Tools menu in a mail view, or mark any document in a Discussion database for expiration from the Actions menu.

Selected by user

Note When archiving selected documents, the Advanced archive setting "Delete a document only when the criteria can delete all responses as well" does not apply.

Documents that you manually select in the current view become available for archiving. When this option is enabled, the date settings are disabled, as is the option to select a view or folder from the list box.
Older than

Note In order for this option to take effect, the database you are achiving must reside on a Notes 7 client or a Domino 7 server.

Documents that were created prior to the length of time you specify become available for archiving.
2. If you selected "not accessed in more than," "not modified in more than," "with expiration date older than," or "older than," specify a number (for example, 365) and interval (for example, days), and click OK.


3. (Optional) If you want to use these activity settings only on documents in specified folders or views, complete the next procedure.

4. To continue the archiving process, return to the topic Creating or editing a set of archive criteria.

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To select documents based on folders or views

When Notes creates an archive of, for example, your mail, the archive database design contains all the folders that exist when you archive. In any set of archive criteria, you can select a subset of folders and views to archive from; and you may have multiple sets of criteria that archive different folders and views.

If you change the name of a folder, or delete a folder, the folder is changed or deleted in the archive database the next time you archive. Suppose you have a folder called Sales 2001 from which you archive four documents. The next year, you change the folder's name to Sales 2002 and again archive four documents from it. If you use the same archive database, the folder will be called Sales 2002, but it will have all eight documents in it, including those from Sales 2001. If you plan to archive in multiple years, either create multiple folders in the original database for each year, or, in the Archive Settings dialog box, specify a new archive database file for each year.

If the Archive Selection Criteria dialog box is not open, open the database you want to archive, choose File - Database - Properties and click "Archive Settings." Click Criteria, click Create or Edit, and click "Selection Criteria."

1. Select "Only in these views or folders:"

2. Select folders and views in the list, and click OK. To select non-consecutive items, press CTRL.


3. To continue the archiving process, return to the topic Creating or editing a set of archive criteria.

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See Also