Lotus Domino Administrator 7 Help - Lotus documentation

Field Action
Use customer-generated expiration field: Click to enable administrators to define their own field
name for an archive document expiration date.
Customer generated expiration field name: Specify a field name for the expiration date of archived
documents.
17. Save the document.
Creating criteria for mail archiving: You use an Archive Criteria policy settings document to define sets
of criteria to use when archiving a Notes user’s mail documents. You create an Archive Criteria policy
settings document from within an Archive policy settings document. After you create archive criteria, you
can use it in one or more archive policy settings documents.
When you specify archive criteria, you determine what to do with old documents in a user’s mail file. Do
you archive them (copy them to an archive database) or just delete them? If you archive them, you
determine how to ″clean up″ the copies of the archived mail documents that remain the user’s mail file.
And finally, you define what an old document is.
Mail file criteria answers these questions:
v How should documents be archived? Archiving can be a combination of copying old documents to an
archive database and then performing clean-up tasks on the users mail file, or just deleting them
v How should documents be cleaned up? Once documents have been copied to an archive database, you
can either delete the copies that remain in the user’s mail file, or reduce the size of the document.
v Which documents should be cleaned up? You provide a definition of an ″old document″ by specifying
age criteria, and then applying that age criteria either to all documents or all documents in specified
folders.
Specifying the name and location for the Archive database: By default, the archive mail database is stored in
the directory archive, located in the data directory. Archive is the default name for the archive directory.
The default name format for a user’s archive database file is a_xxxx.nsf, where a_ is the prefix and xxxx
is the name of the mail database. The name of the archive database is based on a specified number of
characters (the default is 6) from the user’s mail file. For example, for the end user John Smith, whose
mail file is jsmith, the archive database name is a_jsmith.nsf.
To create archive criteria policy settings:
1. From the Domino Administrator, select the People & Groups tab, and then open the Settings view.
2. Do one:
v Select the Archive policy settings document for which you want to create archive criteria settings,
and then click ″Edit Settings.″
v Click ″Add Settings″ and then select Archive to create a new Archive policy settings document.
3. Select the Archive Criteria tab, and then click ″New Criteria.″
4. Provide the following information on the Basics tab.
Field Action
Name Enter a name that identifies the archive criteria. When you add criteria
to a criteria policy settings document, this is the name that appears in
the selection box. This name also appears in the user’s mail folder
outline under tools - archive.
Description Enter a description of the criteria.
Archiving is enabled Do one:
v Check to enable this archive criteria.
v Uncheck if you are creating archive criteria to use later.
Chapter 11. Using Policies 347