Lotus Notes Archiving
Content
Lotus
Notes
Archiving
-‐-‐-‐
8.5.x
Archiving
Settings
for
the
Lotus
Notes
8.5.x
Client
There
are
several
key
points
to
remember
when
archiving
within
Lotus
Notes.
They
are
as
follows:
1)
2)
3)
4)
5)
6)
7)
The
archive
process
is
the
same
for
either
the
PC
or
the
MAC
computers.
The
archive
process
creates
a
local
copy
of
your
email
account
on
the
computer
from
which
you
issue
the
archive
command.
A
local
copy
means
the
archive
is
not
on
the
email
server,
but
on
your
computer.
Lotus
Notes
can
still
use
the
archive
to
read
and
send
email,
but
the
archive
file
is
physically
on
your
computer.
Always
archive
from
the
same
computer.
Since
the
archive
command
will
create
a
new
archive
file
if
necessary,
always
archive
from
the
same
computer
to
keep
your
archive
email
in
one
file.
Your
emails
are
not
deleted
when
archived;
the
emails
are
copied
from
the
email
server
to
the
local
computer.
If
you
delete
an
email
in
the
archive,
the
email
is
not
recoverable,
do
not
delete
archived
emails.
You
must
have
a
Lotus
Notes
client
to
archive.
You
cannot
archive
from
Webmail.
These
instructions
are
for
Lotus
Notes
8.5.x.
While
the
set-‐up
features
are
the
same
for
older
versions,
the
retrieval
feature
is
not
available
in
older
versions
of
Lotus
Notes.
Steps
to
take
before
the
First
Archive
–
The
first
time
you
archive
you
will
create
the
archive
file
on
your
local
computer
and
copy
any
archived
emails
to
the
new
archive
file.
The
process
to
accomplish
this
is
as
follows:
From
your
Lotus
Notes
Inbox:
Actions
–
Archive
–
Settings…
This
will
open
the
Archive
Settings
dialog
box.
The
Archive
Settings
dialog
box
will
open
to
the
Criteria
settings.
There
will
be
a
check
mark
next
to
‘Default
for
Last
Modified’.
Last
Modified
refers
to
the
action
on
the
emails,
modified
versus
‘Last
Accessed’.
Please
use
‘Default
for
Last
Modified’.
Click
the
‘Edit…’
button
to
continue.
Clicking
the
‘Edit…’
button
will
open
the
Edit
Archive
Criteria
window.
-‐The
Descriptive
name
is
‘Default
for
Last
Modified’.
-‐
There
is
a
check
mark
next
to
‘Enable
these
criteria’.
-‐
(We
will
look
at
the
‘Selection
Criteria’
next.
Skip
for
now)
-‐
There
should
be
a
selection
next
to
‘Copy
Document
into
my
archive…’
If
you
select
the
‘Just
clean
up
…’
feature;
your
emails
will
be
deleted.
Select
‘Remove
archived
documents
from
this
application.’
This
will
copy
the
archived
emails
from
the
server
to
the
local
archive.
Before
you
click
‘OK’,
click
the
‘Selection
Criteria’
button.
This
window
will
allow
you
to
determine
how
many
days
you
want
to
keep
email
before
the
email
is
eligible
for
archiving.
-‐
Below
All
Documents
should
read
‘not
modified
in
more
than’.
-‐
The
number
of
days
is
your
choice,
but
please
be
reasonable.
I
use
90
days.
The
default
is
365
days.
Four
months
is
120
days.
Remember,
this
setting
is
for
documents
not
modified,
(replied,
forwarded,
edited,
etc.).
Basically,
this
is
for
emails
that
were
read
and
set
aside.
-‐
There
should
be
a
selection
next
to
‘In
all
views
or
folders’.
Select
‘OK’.
This
will
return
you
to
the
‘Edit
Archive
Criteria’
dialog
box.
Click
‘OK’
to
go
to
the
first
Archive
Settings
screen.
On
the
left-‐hand
side
of
the
panel,
click
Advanced.
This
will
open
the
‘Advanced’
selections.
There
should
not
be
any
check
marks
on
any
of
the
selections
on
this
screen.
The
grayed-‐out
check
mark
is
associated
‘Log
all
archiving…’
and
is
not
active.
Next,
click
‘Schedule’
(on
the
left-‐hand
menu)
to
review
these
settings.
If
you
wish
to
schedule
your
archiving,
you
will
set
the
schedule
from
this
screen.
-‐
Put
a
check
mark
next
to
‘Schedule
archiving’.
-‐
Set
the
time
to
archive
-‐
Set
the
dates
you
want
to
archive
by
putting
check
marks
next
to
the
days
of
the
week.
-‐
There
should
be
a
selection
next
to
‘Any
Location’.
Please
remember:
-‐
Computer
must
be
on
and
Lotus
Notes
opened.
-‐
The
archive
agent
will
run
at
the
scheduled
time
no
matter
what
else
you
are
doing
in
Lotus
Notes
and
will
restrict
your
access
until
finished.
Click
‘OK’
to
close
the
‘Archive
Settings’
dialog
box.
Archive
Settings
Check
List:
1.
__
Open
your
Lotus
Notes
to
the
Inbox.
2.
__
From
the
top
menu,
select
‘Actions
Archive
Archive
Settings’
3.
__
Select
‘
Default
for
Last
Modified’
or
other
appropriate
name
(it
will
be
blue
when
selected).
4.
__
Click
on
‘Edit’
on
the
left-‐hand
side.
5.
__
Verify
that
‘Enable
this
Criteria’
is
selected.
6.
__
Click
on
‘Selection
Criteria’.
7.
__
Verify
the
settings
read
‘All
Documents
‘Older
than’,
‘90’,
‘Days’.
8.
__
Verify
the
selection
‘In
all
Views
or
Folders’
is
selected.
9.
__
Click
‘OK’
to
return
to
the
‘Edit
Archive
Criteria’
dialog
box.
10.
__
Verify
the
file
path
is
correct.
This
should
be
to
C:\Program
Files\IBM\Lotus\Notes\Data\Archive\a_E1234.nsf
or
C:\Program
Files\Lotus\Notes\Data\Archive\a_E1234.nsf
or
\Data\Archive\E_1234.nsf
or
a
local
storage
destination,
(flash
drive,
external
drive).
Do
not
place
archive
files
on
the
H:
or
S:
drive.
These
will
be
removed.
11.
__
Verify
the
select
‘Remove
Archived
documents
from
this
Application’
is
selected.
12.
__
Click
‘OK’
to
return
to
the
‘Archive
Settings’
dialog
box.
13.
__
Click
the
‘Advanced
Tab’
on
the
left-‐hand
side
of
the
dialog
box.
14.
__
Verify
that
neither
select
on
the
Advanced
Tab
is
selected.
15.
__
Click
the
‘Schedule
Tab’
on
the
left-‐hand
side
of
the
dialog
box.
16.
__
Verify
the
selection
‘Schedule
Archive’
is
selected.
17.
__
Verify
the
selection
‘Any
Location’
is
selected.
18.
__
Click
‘OK’
to
close
the
‘Archive
Settings’
dialog
box.
19.
__
Return
to
the
top
‘Actions’
menu
and
select
“Actions
Archive
Archive
Now’.
20.
__
Click
‘Yes’
when
prompted,
‘Do
you
wish
to
Archive
Now?’.
21.
__
Wait
for
the
Archive
process
to
complete.
22.
__
Verify
you
can
open
the
Archive
file
by
selecting
‘Archive
Default
for
Last
Modified…’
on
the
left-‐hand
menu.
The
archive
process
is
complete.
If
you
need
assistance
with
this
process,
please
contact
Help
Desk
at
414-‐8324
or
enter
a
Heat
Self
Service
ticket
at
HTTP://HELP
Notes
Archiving
-‐-‐-‐
8.5.x
Archiving
Settings
for
the
Lotus
Notes
8.5.x
Client
There
are
several
key
points
to
remember
when
archiving
within
Lotus
Notes.
They
are
as
follows:
1)
2)
3)
4)
5)
6)
7)
The
archive
process
is
the
same
for
either
the
PC
or
the
MAC
computers.
The
archive
process
creates
a
local
copy
of
your
account
on
the
computer
from
which
you
issue
the
archive
command.
A
local
copy
means
the
archive
is
not
on
the
server,
but
on
your
computer.
Lotus
Notes
can
still
use
the
archive
to
read
and
send
email,
but
the
archive
file
is
physically
on
your
computer.
Always
archive
from
the
same
computer.
Since
the
archive
command
will
create
a
new
archive
file
if
necessary,
always
archive
from
the
same
computer
to
keep
your
archive
in
one
file.
Your
emails
are
not
deleted
when
archived;
the
emails
are
copied
from
the
server
to
the
local
computer.
If
you
delete
an
in
the
archive,
the
is
not
recoverable,
do
not
delete
archived
emails.
You
must
have
a
Lotus
Notes
client
to
archive.
You
cannot
archive
from
Webmail.
These
instructions
are
for
Lotus
Notes
8.5.x.
While
the
set-‐up
features
are
the
same
for
older
versions,
the
retrieval
feature
is
not
available
in
older
versions
of
Lotus
Notes.
Steps
to
take
before
the
First
Archive
–
The
first
time
you
archive
you
will
create
the
archive
file
on
your
local
computer
and
copy
any
archived
emails
to
the
new
archive
file.
The
process
to
accomplish
this
is
as
follows:
From
your
Lotus
Notes
Inbox:
Actions
–
Archive
–
Settings…
This
will
open
the
Archive
Settings
dialog
box.
The
Archive
Settings
dialog
box
will
open
to
the
Criteria
settings.
There
will
be
a
check
mark
next
to
‘Default
for
Last
Modified’.
Last
Modified
refers
to
the
action
on
the
emails,
modified
versus
‘Last
Accessed’.
Please
use
‘Default
for
Last
Modified’.
Click
the
‘Edit…’
button
to
continue.
Clicking
the
‘Edit…’
button
will
open
the
Edit
Archive
Criteria
window.
-‐The
Descriptive
name
is
‘Default
for
Last
Modified’.
-‐
There
is
a
check
mark
next
to
‘Enable
these
criteria’.
-‐
(We
will
look
at
the
‘Selection
Criteria’
next.
Skip
for
now)
-‐
There
should
be
a
selection
next
to
‘Copy
Document
into
my
archive…’
If
you
select
the
‘Just
clean
up
…’
feature;
your
emails
will
be
deleted.
Select
‘Remove
archived
documents
from
this
application.’
This
will
copy
the
archived
emails
from
the
server
to
the
local
archive.
Before
you
click
‘OK’,
click
the
‘Selection
Criteria’
button.
This
window
will
allow
you
to
determine
how
many
days
you
want
to
keep
before
the
is
eligible
for
archiving.
-‐
Below
All
Documents
should
read
‘not
modified
in
more
than’.
-‐
The
number
of
days
is
your
choice,
but
please
be
reasonable.
I
use
90
days.
The
default
is
365
days.
Four
months
is
120
days.
Remember,
this
setting
is
for
documents
not
modified,
(replied,
forwarded,
edited,
etc.).
Basically,
this
is
for
emails
that
were
read
and
set
aside.
-‐
There
should
be
a
selection
next
to
‘In
all
views
or
folders’.
Select
‘OK’.
This
will
return
you
to
the
‘Edit
Archive
Criteria’
dialog
box.
Click
‘OK’
to
go
to
the
first
Archive
Settings
screen.
On
the
left-‐hand
side
of
the
panel,
click
Advanced.
This
will
open
the
‘Advanced’
selections.
There
should
not
be
any
check
marks
on
any
of
the
selections
on
this
screen.
The
grayed-‐out
check
mark
is
associated
‘Log
all
archiving…’
and
is
not
active.
Next,
click
‘Schedule’
(on
the
left-‐hand
menu)
to
review
these
settings.
If
you
wish
to
schedule
your
archiving,
you
will
set
the
schedule
from
this
screen.
-‐
Put
a
check
mark
next
to
‘Schedule
archiving’.
-‐
Set
the
time
to
archive
-‐
Set
the
dates
you
want
to
archive
by
putting
check
marks
next
to
the
days
of
the
week.
-‐
There
should
be
a
selection
next
to
‘Any
Location’.
Please
remember:
-‐
Computer
must
be
on
and
Lotus
Notes
opened.
-‐
The
archive
agent
will
run
at
the
scheduled
time
no
matter
what
else
you
are
doing
in
Lotus
Notes
and
will
restrict
your
access
until
finished.
Click
‘OK’
to
close
the
‘Archive
Settings’
dialog
box.
Archive
Settings
Check
List:
1.
__
Open
your
Lotus
Notes
to
the
Inbox.
2.
__
From
the
top
menu,
select
‘Actions
Archive
Archive
Settings’
3.
__
Select
‘
Default
for
Last
Modified’
or
other
appropriate
name
(it
will
be
blue
when
selected).
4.
__
Click
on
‘Edit’
on
the
left-‐hand
side.
5.
__
Verify
that
‘Enable
this
Criteria’
is
selected.
6.
__
Click
on
‘Selection
Criteria’.
7.
__
Verify
the
settings
read
‘All
Documents
‘Older
than’,
‘90’,
‘Days’.
8.
__
Verify
the
selection
‘In
all
Views
or
Folders’
is
selected.
9.
__
Click
‘OK’
to
return
to
the
‘Edit
Archive
Criteria’
dialog
box.
10.
__
Verify
the
file
path
is
correct.
This
should
be
to
C:\Program
Files\IBM\Lotus\Notes\Data\Archive\a_E1234.nsf
or
C:\Program
Files\Lotus\Notes\Data\Archive\a_E1234.nsf
or
\Data\Archive\E_1234.nsf
or
a
local
storage
destination,
(flash
drive,
external
drive).
Do
not
place
archive
files
on
the
H:
or
S:
drive.
These
will
be
removed.
11.
__
Verify
the
select
‘Remove
Archived
documents
from
this
Application’
is
selected.
12.
__
Click
‘OK’
to
return
to
the
‘Archive
Settings’
dialog
box.
13.
__
Click
the
‘Advanced
Tab’
on
the
left-‐hand
side
of
the
dialog
box.
14.
__
Verify
that
neither
select
on
the
Advanced
Tab
is
selected.
15.
__
Click
the
‘Schedule
Tab’
on
the
left-‐hand
side
of
the
dialog
box.
16.
__
Verify
the
selection
‘Schedule
Archive’
is
selected.
17.
__
Verify
the
selection
‘Any
Location’
is
selected.
18.
__
Click
‘OK’
to
close
the
‘Archive
Settings’
dialog
box.
19.
__
Return
to
the
top
‘Actions’
menu
and
select
“Actions
Archive
Archive
Now’.
20.
__
Click
‘Yes’
when
prompted,
‘Do
you
wish
to
Archive
Now?’.
21.
__
Wait
for
the
Archive
process
to
complete.
22.
__
Verify
you
can
open
the
Archive
file
by
selecting
‘Archive
Default
for
Last
Modified…’
on
the
left-‐hand
menu.
The
archive
process
is
complete.
If
you
need
assistance
with
this
process,
please
contact
Help
Desk
at
414-‐8324
or
enter
a
Heat
Self
Service
ticket
at
HTTP://HELP
