email archival manual (3)

8/8/2019 Email Archival Manual (3)

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Email Archiving Guide

National Parks Board

June 2010


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Table of Content

How do I check my current Mailbox Size

What to do if Mailbox Size Utilization does not reduce afterArchival or Deletion

How to setup an ARCHIVE

How to schedule an ARCHIVE

What if scheduled ARCHIVE fails to run?

Why some emails older than 3 days are not ARCHIVED?

How to perform Manual Archiving

How to Compact your Mailbox

When is the best time to do Archiving & Compacting

Frequently Asked Questions (FAQs)


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How do I check my

current MailboxSize


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How do I check my Current MailboxSize ?


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What to do if MailboxSize Utilization does

not reduce afterArchival or Deletion


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What to do if Mailbox Size does notreduce after Archival or Deletion ?

Note:Once COMPACTED, exit from Inbox and open Inbox again to view updated size.

Step 1: AtWorkspace > right click on mailbox database > clickDatabase> clickProperties > click on % used

Step 2: If % shown is less than 95%, click on Compact


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How to setup anARCHIVE


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How to setup an ARCHIVE ?

Step 1:In your Lotus Notes > click on Action menu> click Archive > click Settings


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Step 2:Click on Settings tab


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Step 3:Click on Add


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Step 4:Enter a descriptive name for your archive (e.g. Rozel Email Archive Jan-may2010) >click Archive Database


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Step 5: Click on the icon > browse to D:\Mail Archive > enter desire filename (e.g:rozel_jan_may_2010) > click Select > click OK

Please see Note below if you are unable locate the folder Mail Archive

Note:

- Create a folder called Mail Archive in D:\ drive to store mail archives

- All *.nsf are to be used by Lotus Notes, do not delete.


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Step 6:Verify your settings > Click OK


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Step 7: Select the archive database you have just created > select Enable archiving

Click OK


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How to Schedule anARCHIVE


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B) How to Schedule an ARCHIVE ?

Step 1:Click on the Settings tab > select the name of the archive database (Rozel Email ArchiveJan-May2010) > click Edit.


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Step 2:Click the Select Documents


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Step 3:Choose not modified > set the duration to 3 days > click OK.

Note:

Recommend setting fornot modified after to be3 days. This is to minimise occurrenceof mailbox quota full situation


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Step 4:Verify the settings and click OK.

S


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Step 5:- Click on the Advanced tab.

- Check the Log all archiving and Scheduled Archiving Check Boxes

- Click on Schedule button.


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Step 6:Select the time and days you want it to run and click OK.

Schedule should be set as follow :Laptop User > Mon - SunDesktop User > Mon Fri

It is advisable to set it to run during lunchtime as this is the time you normally login to

Lotus Notes and are not using it.

Note:

Auto-archiving will only work whenyou are login to Lotus Notes.

It is advisable to e-file important work

related emails via KRIS.

Any queries on e-filing, pleaseapproach Corporate Admin.


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Step 7:Click OK .


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What if scheduled

ARCHIVE fails torun?


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What if scheduled ARCHIVE fails torun

Scheduled Archive runs automatically based on your setting. However it will fail ifyou are Not logon to Lotus Notes.

You can force an archive by performing steps 1 and 2 once you have logon to LotusNotes.


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Why some emails

older than 3 daysare not Archived?


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Why some emails older than 3 days arenot ARCHIVED ?

Emails are automatically archived based on the condition eMails not modifiedafter x days. In this case x=3.

Emails with the following condition will notbe archived :-

Emails that have been

Replied/forward/modify within the past 3 days

Marked /flagged as important or priority within the past 3 days

Copied /moved from one folder to another within the past 3 days

In the event you want to archive these emails, you can do so manually. Click here

to find out how you can do so. Please do the same to the rest of the folders such asSent, Drafts, folders and its subfolders.


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How to performManual Archiving

H f M l


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Step 1: Select the emails you wish to archive

How to perform Manual Archiving ?


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Step 2:Go to Actions > click Archive > click Archive Selected Documents

NOTE: Do not archive the All Documents folder this way as emails will notautomatically be moved to subfolders. Subfolders must be archived individually.


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Step 3:Select Archive Destination > click OK


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How to Compact

your Mailbox


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How to Compact your Mailbox

Note:Database compacting may take some times to complete. Depending on database size and alsospace to be compacted. You may perform this when you are away from your desk for about halfan hour or so.

Step 1: At Workspace > right click on mailbox database > click Database > clickProperties > click on % usedStep 2: If % shown is less than 95%, click on Compact


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When is the best time

to do Archiving &Compacting ?

Wh i th b t ti t d A hi i &


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When is the best time to do Archiving &Compacting ?

ARCHIVING

Archive as per scheduled, and

Archive before 26th each month to maintain mailbox size below 55MB

COMPACTING

Compact after manual archiving or deletion.

Compact when the % used is less that 95%:


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FAQ


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Q1: Why does my mailbox still exceed the quota after archiving all emails in InboxA1: Possible reasons include:

Deleted emails are still left inside Trash

Emails in Sent Box and other personal folders are not archived

Calendar entries also take up mailbox space

COMPACT was not run after emails deletion or archival

Q2: Why is mailbox size capped at 55MB ?

A2: this is because GEMS (Government Email Service) is a subscription basedservice. Additional space will result in additional cost.

Q3: Why mailbox size does not decrease after archival / deletion of emails?A3: You need to run Compact on your mailbox. An alternative is to let the system

compact automatically. This will be done on Sunday.

Frequently Asked Questions (FAQs)

F tl A k d Q ti (FAQ )


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Frequently Asked Questions (FAQs)continue

Note:Database compacting may take some times to complete. Depending on database size and alsospace to be compacted. You may perform this when you are away from your desk for about halfan hour or so.

Q4: How to COMPACT mailbox database ?A4 : Step 1: At Workspace > right click on mailbox database > click Database >click Properties > click on % used

Step 2: If % shown is less than 95%, click on Compact