Help for Lotus Notes 8 (basic configuration) - Creating or editing a set of archive criteria

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Creating or editing a set of archive criteria
You can use the Create Archive Criteria and Edit Archive Criteria dialog boxes to specify how the selected set of criteria handles documents in the current application.

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

1. If you haven't already done so, open the application to archive (for example, your mail).

2. Click Actions > Archive > Settings > Basics.

3. Click Basics, and then specify the computers where archiving runs and where the archive is stored.

4. Click Criteria.

5. Click Create or Edit. The Create Archive Criteria or Edit Archive Criteria dialog box opens.

6. Type or edit the name of your private criteria set.

7. Click Selection Criteria to choose which documents to archive. You can archive documents in these ways:

Based on their activity (date last modified), expiration setting, or creation date, and their folder or view in the application.
Based on those selected individually by the user. In this case, the date criteria is no longer required and is not an option. This setting applies only to documents that you manually select in an application view.

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.

8. Set cleanup options for your application file by doing one of the following:

To archive documents in a separate archive application and remove them from the current application, select Copy old documents into my archive application specified here, then clean up this application, then click the folder icon to specify the file name and path of the application.
To delete documents instead of archiving them, select Just clean up this application without archiving.

Caution

Once documents are deleted, they cannot be recovered. It's safer to create an archive application, and then set up archiving which uses this setting for the archive application. This lets you save documents in the archive as long as you want, but still have them automatically deleted from the application for you.

9. If, in Step 8, you chose to both archive and remove the documents, select one of the following:

Option	Description
Remove archived documents from this application	This setting deletes entire documents without changing the content of any documents
Reduce the size of documents in this application	This setting streamlines the content of documents instead of deleting them. You can: Remove attachments, leave summary. The summary preserves certain basic fields, for example, in mail, the subject of the message. Remove attachments, leave summary and 40KB. Most mail messages contain less than 40KB of rich text, so this option reduces as few documents as possible.

10. Click OK.

11. Now you can set a schedule for archiving or run archiving manually.

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