How do you Archive Notes Server?

[vborrajo]

Our mail sever is running out of space despite we have set quotes on users mail files. Our users keep longer, and longer mail files and the claim they need to keep the messages. For that reason I have been looking into methods to archive notes server databases or part of them that hasn't been used for a year or so. It will be ideal if databases could be stored on a different server on the network only Nontes will know the network drive this are located for easy retrieval. Is anyone doing something similar?

Thanks,

Valeria

 

[gamesman]

You can enforce a policy to have your users archive their mailboxs on their shared or home drive on the network. It provides all teh security and backup but takes the space off your notes server. I have seen, but not set ti up so I don't know how, where mail size limits were set so once they were reached, the user couldn't send out mail. They'd still recieve it but if the mailbox were over the size limit, they couldn't send mail. Our limit was at 50mb, which really is alot of mail.

Another training issue you can implement is to teach your users to detach any attachements. Save the attachmetns locally and put a comment on the original document that file xxx is stored at [path].

 

[chris13]

hi,
we used to set quotas, too. in some weeks users who don't like to cleanup their old mails or really need them have to fill out a form (concerning security, classification etc), let it sign and contact the helpdesk.
then admins extract everything older than the specified date (replicate) and remove that stuff from the original mailfile. finaly the user receives a CD with his "archived" mailfile including an index for fulltext-search. he can use this locally or it can be put on a different file-/cd-/notes-server.
some hints before creating the cd:
when replicating the mailfile, set a "cd publication date"
then open the replicated mailfile and
- use and update every view (!)
- create or update the fulltext-index

usings notes since 1994 (2 years as admin), I learned that very often mountains of data are stored as dupes in different mailfiles of users working together everyday; i was one of them. then it's time to think about send-in databases, document archives or shared directories on a fileserver etc.
when they argue that they might have to proove that they had sent a mail to somebody someday, that's a different problem ;-)

hope it helps,
chris

 

[parmetta]

We use a product called "Mail Deleter" and run it every 90 days. If the user doesn't archive their mail. It goes away.

We also had an agent written that copies each email created daily and stores it out on a 'Document Management" database. This way we keep ALL coorespondence but force the users to clean up their databases regularly. We DO NOT do restores from the Document management records.

We backup this database to tape monthly and retain it forever.