Lotus Domino Administrator 6.5 Help - Creating an archive policy settings document

USER AND SERVER CONFIGURATION

Creating an archive policy settings document
To set up mail file archiving, you use both archive and archive criteria policy settings documents. The archive policy settings document specifies whether or not to allow archiving either centrally by administrators or privately by Notes users. If you prevent all archiving, then that is your archive policy setting, and you must include it in your policy. If you prevent private archiving, then the Archive Settings policy document determines how documents in the user's mail file are archived and users cannot change these settings or create private archive settings.

If you allow archiving, use the archive policy settings document to define whether archiving is server-based or client-based, to specify source and destination archive servers, and to set the archive schedule. You can also change the name and location of the default archive log file if you choose.

Each archive policy settings document requires at least one archive criteria policy settings document, which specifies the criteria for document selection and defines how to clean up the mail file.

To create archive policy settings

1. Make sure that you have Editor access to the Domino Directory and one of these roles:

PolicyCreator role to create a settings document
PolicyModifier role to modify a settings document

2. From the Domino Administrator, select the People & Groups tab, and then open the Settings view.

3. Click "Add Settings," and then select Archive.

4. On the Basics tab, complete these fields:

Name -- Enter a name that identifies the users (and, if you are a service provider, the hosted organization) that use these settings.
Description -- Enter a description of the settings.

5. (Optional) Under Archiving options, choose one of the following if you want to prohibit archiving. The default is to allow both.

Prohibit archiving -- to prohibit all archiving. Then save the document.
Prohibit private archiving settings -- to prohibit Notes users from creating private archive settings or modifying the archive settings defined in this settings document.

6. Under Archive locations, choose one:

Archiving will be performed on user's local workstation -- to use the Notes client workstation to perform the archive process (the default).
Archiving will be performed on a server -- to use a server to perform the archive process.

Note

If you choose "Archiving will be performed on a server," you must

create a program document to run the compact task.

7. Under "Archive source database is on," specify the server or workstation on which the mail file that will be archived is located. Choose one:

Local -- if the mail file is on the user's workstation (available for client-based archiving only).
Specific server -- if the mail file is on a server other than the mail server. Then specify the name of the server.
Mail server -- if the mail file is on a mail server (default).

8. Under "Destination database is on," specify the server or workstation on which of the archive database will reside. If you allow private archiving, you must give the user Create access on the destination server to create an archive database. Choose one:

Local -- to create the mail archive database on the user's workstation (available for client-based archiving only).
Specific server -- to create the mail archive database on a server other than the mail server. Then specify the name of the server.
Mail server -- to create the mail archive database on the mail server.

9. On the Selection Criteria tab, do one or more of the following:

Click New Criteria to create a new Archive Criteria Settings document. Then, click Add Criteria and select your newly defined criteria document.
Click Add Criteria, and then choose an archive criteria settings document to add criteria.
Click Remove Criteria, and then choose an archive criteria settings document to remove criteria.

10. Click the Logging tab. Under Archive Logging, check the field “Log all archiving into a log database” to log archiving activity to a log database (the default).

11. (Optional) Change any of these fields if you want to change the location of the log directory and log file name.

Field Action

Log Directory The default is archive. Enter a new name if you want to change it.

Log Prefix The default is the letter l, followed by an underscore (_). Enter a new prefix if you want to change it.

Log Suffix The default is no suffix. Enter a suffix for the archive log database name if you want to add one.

Number of characters from original filename The default is 6. To change this, enter the number of characters you want to use from the user's ID to create the archive log name.

12. In the field "Include document links to archived documents," do one:

Check the field to include links to archived documents in the log (default). If you include links, users can open archived documents from within the log database.
Uncheck the field to exclude links to archived documents in the log. If you exclude links, users must open the archive database to view archived documents.

13. If you chose client-based archiving, click the Schedule tab. In the field "Enable client-based scheduled archiving" do one:

Check (default) to set up a schedule for client-based archiving, and then specify the schedule.
Uncheck to allow users to set their own schedule for archiving.

14. (optional) If you checked "Enable client-based scheduled archiving" complete one or more of these fields.

Field	Action
Allow end user to modify schedule settings	Do one: Check to allow users to modify the archive schedule. You can enable this setting even though private archive settings are prohibited. Uncheck (default) to prohibit users from modifying the archive schedule.
Frequency	Choose one: Daily and then select the days of the week on which to archive. Weekly (default), and then choose the day of the week on which to archive.
Run at	Specify the time. The default is 12:00 pm. Note The Notes client must be running for scheduled archiving to occur.

15. Under Location, specify the locations from which to archive. For example, if you are using client-based archiving, you may want to archive only from a user's office workstation, not from an island or if the user has dialed in. Choose one:

Any location -- to archive from any location.
Specific location -- and then specify one or more locations.

16. On the Advanced tab, the field "Don't delete documents that have responses" do one:

Check (default) to archive but not delete documents that have responses.
Uncheck to archive and then delete documents that have responses.

17. Save the document.

See also

Creating a policy document

Mail archiving and policies

Using the mail archive log

Glossary

Help on Help

Open Full Help Window

Glossary

Help on Help

Open Full Help Window

Field	Action
Log Directory	The default is archive. Enter a new name if you want to change it.
Log Prefix	The default is the letter l, followed by an underscore (_). Enter a new prefix if you want to change it.
Log Suffix	The default is no suffix. Enter a suffix for the archive log database name if you want to add one.
Number of characters from original filename	The default is 6. To change this, enter the number of characters you want to use from the user's ID to create the archive log name.