Help for Lotus Notes 8 (basic configuration) - Selecting documents to archive

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Selecting documents to archive
In any application (except mail if prohibited by an administrator's archive policy), you can create a set of archive criteria to select documents to archive. You can select documents based on their activity, select documents from certain folders or views, or both.

Note For an overview of the process for archiving your mail, see Archiving mail messages to free up space.

To select documents to archive, see either of these sections:

To select documents based on activity
To select documents based on folders or views

To select documents based on activity

1. If necessary, open the application to archive (for example, your mail), and then click Actions > Archive > Settings.

2. Click Criteria > Create > Selection Criteria or Criteria > Edit >Selection Criteria.

3. Select an activity option for the documents:

Option Description

Not accessed in more than Documents that have not been accessed (opened, previewed, had their properties viewed, and so on) in more than the length of time you specify become available for archiving.
Note This option is available only if a certain property is enabled for the application you're archiving. If you have the necessary access to the application, click File > Application > Properties to open the Application Properties, click the Advanced tab (the last tab), and select Maintain LastAccessed property.

Not modified in more than Documents that have not been edited (and then saved) for more than the length of time you specify become available for archiving.

With expiration date older than Documents marked as expired for longer than the length of time you specify become available for archiving.
For example, you can mark a mail message for expiration from the Actions > More menu in a mail view, or mark any document in a discussion application for expiration from the Actions menu.
Note This option applies only to certain types of applications, such as mail and discussion, that allow you to mark a document as expired or schedule it for expiration.

Selected by user Documents that you manually select in the current view become available for archiving. When this option is enabled, the date settings are disabled, as is the option to select a view or folder from the list box.
Note When archiving selected documents, the Advanced archive setting Delete a document only when the criteria can delete all responses as well does not apply.

Older than Documents that were created prior to the length of time you specify become available for archiving.
Note In order for this option to take effect, the application you are achiving must reside on a local computer with at least an IBM® Lotus® Notes® 7 client or on a Domino™ 7 server.

4. If you selected not accessed in more than, not modified in more than, with expiration date older than, or older than, specify a number (for example, 365) and interval (for example, days), and then click OK.

Note

If your administration policy includes placing a limit on the amount of time you can retain documents, your choices will reflect that limit.

5. (Optional) To use these activity settings only on documents in specified folders or views, complete the next procedure.

6. To continue the archive setup process, return to the topic Creating or editing a set of archive criteria.

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To select documents based on folders or views

When Notes creates an archive of, for example, your mail, the archive application design contains all the folders that exist when you archive. In any set of archive criteria, you can select a subset of folders and views to archive from; and you may have multiple sets of criteria that archive different folders and views.

If you change the name of a folder, or delete a folder, the folder is changed or deleted in the archive application the next time you archive. Suppose you have a folder called Sales 2001 from which you archive four documents. The next year, you change the folder's name to Sales 2002 and again archive four documents from it. If you use the same archive application, the folder will be called Sales 2002, but it will have all eight documents in it, including those from Sales 2001. If you plan to archive in multiple years, either create multiple folders in the original application for each year, or, in the Archive Settings dialog box, specify a new archive application file for each year.

1. If necessary, open the application to archive (for example, your mail), and then click Actions > Archive > Settings.

2. Click Criteria > Create > Selection Criteria or Criteria > Edit >Selection Criteria.

3. Select Only in these views or folders:

4. Select folders and views in the list, and then click OK. To select non-consecutive items, press Ctrl.

Tip

If you create multiple sets of criteria that act upon different folders and views, consider naming each set for the folders or views so that you can tell what each one does. For example, you may have a set of criteria called "Inbox," one called "Sent and Drafts," and, if you have private folders with these names, one called "Sales and Marketing."

5. To continue the archive setup process, return to the topic Creating or editing a set of archive criteria.

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Marking documents as expired or unexpired

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Option	Description
Not accessed in more than	Documents that have not been accessed (opened, previewed, had their properties viewed, and so on) in more than the length of time you specify become available for archiving. Note This option is available only if a certain property is enabled for the application you're archiving. If you have the necessary access to the application, click File > Application > Properties to open the Application Properties, click the Advanced tab (the last tab), and select Maintain LastAccessed property.
Not modified in more than	Documents that have not been edited (and then saved) for more than the length of time you specify become available for archiving.
With expiration date older than	Documents marked as expired for longer than the length of time you specify become available for archiving. For example, you can mark a mail message for expiration from the Actions > More menu in a mail view, or mark any document in a discussion application for expiration from the Actions menu. Note This option applies only to certain types of applications, such as mail and discussion, that allow you to mark a document as expired or schedule it for expiration.
Selected by user	Documents that you manually select in the current view become available for archiving. When this option is enabled, the date settings are disabled, as is the option to select a view or folder from the list box. Note When archiving selected documents, the Advanced archive setting Delete a document only when the criteria can delete all responses as well does not apply.
Older than	Documents that were created prior to the length of time you specify become available for archiving. Note In order for this option to take effect, the application you are achiving must reside on a local computer with at least an IBM® Lotus® Notes® 7 client or on a Domino™ 7 server.