Archiving mail messages to free up space
An archive is a copy of a database you can create to store information no longer in use. Like a replica, an archive contains all documents and design elements in the original database, but unlike a replica, an archive never sends any changes back to the original database.

Archiving is particularly useful for mail databases. When you send a mail message, Notes automatically saves a copy of it in the Sent view, causing your mail database to increase in size. You can create folders and put messages in them to organize your mail, but this doesn’t decrease the size of your mail database. Archiving frees up space and improves the performance of your mail.

You must have at least Editor access to your own mail database to run archiving.

Access to archiving for mail

If your organization sets an archiving policy for mail databases, the policy controls how much access you have to archiving in mail. You may not need to archive at all because archiving is set up and run on your behalf. Or, the policy may specify that you can establish private archive criteria in addition to the archiving your organization performs.

You can tell how much access you have to archiving mail by opening the Archive Settings dialog box.

For more information, see Administration policies for archiving mail.

Details of mail archiving

If you have access to archive your mail privately, you can choose how you want to archive it. After specifying which documents you want stored, you can have Notes archive on a schedule, or you can choose a command to archive whenever you want. You can set the archive process to be performed either by a Domino server (server-based archiving), so that you don't need to leave your computer on while archiving runs, or by the Notes client software (client-based archiving) on your computer so that you can have more control over the schedule. Regardless of whether the archive process is performed by a server or by your Notes client, you can store the archive database locally or on a server to which you have access. When Notes has created the archive database, you can bookmark it, delete it, copy it, or perform other tasks with it as you would any other database.

In a Mail database, you can see all your sets of archive criteria in the navigation pane under the Tools icon, drag documents to a criteria set name to archive, and open archive databases by clicking criteria set names.

Archive criteria sets in Mail

See Also