DominoArchivingOpenMic2014 Final

Domino Archiving: Tips, Tricks, and Troubleshooting
Techniques
Amy Knox
IBM Staff Software Engineer
October 15, 2014
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2014 IBM Corporation
Agenda
Why Archive?
Archiving Basics
Background
How it Works
How and What to configure
Archive Policies
Answers to some Common (maybe not so common) questions
Other Known Issues and Gotchas
Troubleshooting Domino Archive Issues
Troubleshooting Checklists
Troubleshooting Tools
Troubleshooting Steps
Resources
Q&A
2 |
Why Archive?
Data and Storage Management

Faster, Easier Database Maintenance
Domino 9.x Search in All Mail and Archives feature:
Configure in
the client User
Preferences;
Toggle in the top
right menu
TIP: Archive not the same as a backup; Backing up all data, including
archives, is essential!
3 |
Archiving Basics
4 |
Archiving Basics - Background
2 Ways to Trigger archiving in Notes/Domino:
Manually (local or server)
Automated (local or server)
2 Places where archiving could take place:
Local Notes client
Domino server
2 Ways to access your Archive database(s):
Mail Navigator pane: Archive twistie
File Application Open: Navigate to your archive db.
3 Types of Archiving in Notes/Domino:
Cleanup only = delete only
Copy docs to archive db and delete original docs in primary database
Copy docs to archive db and truncate original docs in primary database (leave doc
summary)
3 Destinations for archive databases:
Local client machine
Domino server either current or different target Domino server
File server (Windows mapped drive or other disk) i.e. z:\archive\... = non-Domino server
5 |

2 Ways to Access the Archive settings
a.) File Application Properties; First tab 'Archive Settings' button
b.) Db Open on Screen: Actions Archive Settings
*Side note about Truncate-style archiving: Leaves the doc in the primary db view, removes
body data, indicates status:
6 |
5 Components Used in Notes/Domino Archiving:

a.) (Manual/scheduled, local/server) Archive Profile document in each mail database indicates
what, to where, and how often to archive
b.) (Manual only, local/server) Menu Actions in the mail file trigger some LotusScript agents
c.) (Manual only, local/server) Agents in the mail file determine criteria/profile, trigger source
code
d.) (Manual or Scheduled, local or server) Archive policies set the options in Archive Settings
e.) (Manual or scheduled, local or server) Back-end source code executes the main work
Additional Requirements:
Archive your own mail db
ACL requirements:
Archive any other db
Editor or above
Delete rights
Manager
Delete rights
Other requirements:
Must be database owner

Must have an archive profile doc
Must have an archive profile doc
Interesting side note: it is possible to archive an archive database.
7 |
Archiving Basics How it works
How Scheduled Server Side Archiving Works:
Source code checks to see if a db is a 'mailfile':
Does it have a calendar profile?
Is the Owner field of that calendar profile field populated?
If both are true, then it looks for an archive policy for the listed Owner
Possible caveat: Non-mail dbs (ie. R&R or mail journal) could have a calendar profile
document
Development is aware of this behavior and is considering a change to prevent this
In General, Exit the archive function if:
Archiving not allowed, or this is a Calendar Cleanup operation + Calendar Cleanup not
allowed
Archiving is not enabled
No enabled criteria
Client archiving is enabled but running on a server

8 |
Archiving Basics Calendar Cleanup Agent
Found in the Calendar View:
More action button menu options

OR
Actions More Calendar Cleanup:
Uses $NoPurge time/date value for removal determination

Permanently removes the documents that fit requested criteria
Safest way to remove older calendar documents
Uses the ($Meetings) view:
In certain cases, the parent note for a meeting does not show up in the ($Meetings) view; end
result is that none of these docs are removed;
Use LotusScript and client notes.ini solution in TN# 1444622 to workaround this
9 | behavior
Archiving Basics Calendar Cleanup Agent
Manually triggered by user or admin, within the db itself;
Enhancement # JBAR94VVY4 for automated, policy-driven, server-side Calendar cleanup
Requires that archiving is allowed and enabled in the database:
In this example, Calendar Cleanup will NOT occur, since no archive criteria is enabled at this
time. Further, the administrator has prevented archiving via the policy.
Docs edited by anyone before the target criteria date are not deleted
Not all Repeat Meetings deleted unless all related docs qualify for 10
removal
| 2014 IBM Corporation
Archiving Basics: Notes/Domino Document Basics
Default mail views/folders display either DeliveredDate, PostedDate, or Created

date values in the Date column:
@If(DeliveredDate != ""; DeliveredDate; PostedDate != ""; PostedDate; @Created)
All Documents in Notes/Domino have several doc Identifiers (NoteID, OID, etc.)
Universal Note ID (UNID) consists of 2 parts:
OF (a random value)
ON (translates to the doc creation date)
Example of a UNID:
ID: OF0000039D:3836C29F-ON85255DC9:0056FB94
SD00255DF4:0057B8FA-SN00000003
DB85255CD9:00567287-NT0000C092
11 |
Archive Policies
12 |
Archive Policies
Background:
Used to globally set the db Archive settings for local or server-side archiving
Consist of 2 Settings docs (other types of policies only have one):
Archive Settings
Archive Criteria Settings
Policy doc only refers to 1 Archive Settings doc
Archive criteria doc embedded in Archive settings doc
Archive Settings doc may contain references to multiple archive criteria

Require a server-based compact program doc, for server-initiated automated
archiving
Require valid signatures ($Signature field) current Signer with correct authority
Apply to all designated mail files for Notes client and/or iNotes users
13 |
Archive Policies
Archive Settings Basics Tab:
14 |
Archive Policies
Archive Settings Selection Criteria Tab:
15 |
Archive Policies
Archive Settings Logging Tab:
16 |
Archive Policies
Archive Settings Advanced tab:
Decide if you wish to archive ALL docs that meet criteria Or if you wish to use the Delete a
document only when the criteria can delete all responses as well
Use of custom expiration field not common
17 |
Archive Policies
Archive Criteria Settings -->

Basics Tab
Decide the following:

a.) Delete only OR copy/delete
b.) Delete vs. Truncate
c.) Criteria based on doc age, last
modified date/time, expiration
date, or last accessed date/time.
d.) Target template server and
template (Typically Mail template)
e.) All docs that meet criteria
across all views/folders vs. those
in certain views/folders only
18 |
Archive Policies
Archive Criteria Settings Destination tab:
*If you choose copy/delete style archiving, designate location of the archive databases
*Directory location is relative to the Domino data directory, unless working with external
location
19 |
Common (and some not-so-common) Questions

and Their Answers
20 |
Question 1: What happens to archive databases when

users are renamed?
Answer: When a user is renamed via adminp, Server-side database
ACLs will get updated to reflect the new name. This also applies to all
server-based archive databases, and users should be able to seamlessly
use all server mail and archives, along with local primary mail.
Starting with 8.5.3FP3, Local user archive db ACLs now gets updated in
ALL cases, and this occurs via the Notes client source code during the
local user.id rename process. This code is invoked after authentication
handshake, after user.id gets updated.
Before this fix, most local database ACLs were already getting updated with
user's new name. There was one case where it was not: If there was an
Administration server in the ACL (set to a server) but no replication history. If
these 2 conditions were present, the local database ACL would not get updated
with the renamed username, including local archives.
Otherwise, it was assumed that if there was a replication history, then we have a
server-side replica which would automatically get updated via adminp anyway
(then that change would be replicated to the local replica.)
21 |
Question 2: Which fields are most important to review

and verify on the Archive profile document?
Answer: Here is a Breakdown of some of the archive profile fields and values:
Archive Profile:
ArchiveOnClientOrServer
1 for client, 2 for server based archiving
ArchiveServer
the destination server of the archive; for local archiving
ArchivingServer
the server where the source database is located
ArchSrcServer
only valid for Server-side archiving; = server where the source db located
ArchiveLocation
blank for client, Servername for server-side; dup of ArchiveOnClientOrServer
ArchiveLog
"Yes" if logging is enabled, blank otherwise
ArchiveLogDBPath
location of archive logging path, controlled by ArchiveLog
ServerEnabled
"Yes" if server archiving, blank otherwise; dup of ArchiveOnClientOrServer.
ServerName
= the destination server name, blank for local archiving; dup of ArchiveServer.
Archive Criteria Profile:

ArcEnbl
Designates whether this archive criteria is currently enabled or not
ArcSlctAge
1 = 'not accessed in more than'; 2 = 'not modified in more than'

3 = 'with expiration date older than'; 5 = 'older than'
howToArc
1 = "Copy old documents into archive database; then clean up database;

database without archiving
howToClean
"Delete older documents from the database | 1"

"Reduce the size of documents in the database | 2")
22 |
2 = "Clean up
Question 2 (cont'd): Which fields are most important to

review and verify on the Archive profile document?
Screen Shot of the Archive profile in NotesPeek:
23 |
Question 3: Why does my Primary mail file now look

like an archive?
Answer: Each mail db contains an Archive Database Profile. If the
ArchiveDatabase field is present and set to 1, then this database is considered
an archive database and will display in the UI as such:
24 |
Question 3 (cont'd): Why does my Primary mail file

now look like an archive?
Solution: Run a LotusScript agent in the primary mail file to change the
ArchiveDatabase field to 0, OR completely remove the ArchiveDatabaseProfile
document:
Sample code:
Sub Click(Source As Button)
Dim s As New NotesSession
Dim db As Notesdatabase
Dim doc As NotesDocument
Set db = s.CurrentDatabase
Set doc = db.GetProfileDocument("archive database profile")
If Not Doc.IsNewNote Then
Print "Found Profile"
Print "Field Deleted"
Call doc.RemoveItem("ArchiveDatabase")
Call doc.Save( False, True )
End If
End
25 |
Question 3 (cont'd): Why does my Primary mail file

now look like an archive?
Solution (cont'd): Explicit Steps to use the sample code:
a.) Create a new memo in the Mail db. In the body field, create a Button (Create HotSpot Button)
b.) Change the 'Run' attribute to Client LotusScript, in the Programmer's pane (bottom)
c.) On the Left, click on Click event. Add the LotusScript code in the pane on the right.
d.) Save the Memo as draft.
e.) Open the memo again and click the button to execute the code.
f.) Close and reopen the database;
*Note: It may be necessary to execute the code, then close the entire Notes client, as profile data
is cached in the Notes client, for that session.
26 |
Question 4: How do I archive a Domino database to a

non-Domino (file) server?
Answer: The key to this is an OS mapped drive (winOS) and a Domino Directory link.
Steps:
1. Establish a mapped network drive OR create a new drive on the current server. Create the
target folder.
2. Configure your Archive Criteria Settings doc, Archive Directory field with the full path to
mapped drive.
*Note: Do not archive to the root directory:
3. Create a Directory Link within the Domino Admin client.
Notes:
a.) Do not nest directory links
b.) Directory links should not point to the root of any drive
c.) Use mapped network drives instead of UNC naming convention:
EX: z:\DominoArchives
*End Result: New dbs get created if they did not exist before. Data gets copied (when
applicable). Archiving and logging to target location occur no matter if the target server is
running Domino or not.
27 |
Question 5: Why do some of my docs report date fields

with **** instead of a 4-digit year?
Answer: Example:
...created by on 05/18/5849 05:59:02 PM
...created by on 08/18/**** 08:42:27 PM

...created by on 02/08/**** **:**:** AM
Background: Feature Change in Notes/Domino 8.0: Support Response Thread Hierarchy;

additional change in the way the UNID is generated for SMTP mail:
Starting with 8.0, the ON part of the UNID no longer corresponds to creation date/time; now it
translates to a hashed value of the MessageID ($MessageID field)
Because of this new functionality, a new field ($Created) added to the documents by the
router.
Archive process was looking at the $Created field, not the actual @Created value.
Sometimes the translation of $Created does not yield a valid date/time value (i.e. ****)
Invalid date/time fields cannot be processed successfully via archive process skips
Affects versions: 8.x 8.5.2FP3; only some SMTP mail

Reported in: SPR# JSTN8BBNTX/RCAA89TMFX
Fixed in: 852FP4
Workaround (prior to 852FP4): *Prevents the issue in future docs; does not fix existing ones
Disable 'Support Response Thread Hierarchy' in Application properties Advanced tab

OR Disable this on the SMTP server, using the notes.ini parameter
SMTPImportDisableThreads=1
28 |
Question 6: Can I archive non-mail databases?
Answer: Yes, at this time, you can technically archive non-mail databases.
Use File Application Properties (Archive Settings) button to configure the
Archive profile document for any database.
Use File Application Archive to actually archive documents in any
databases
However, if you wish to use an archive policy to archive custom applications, the
application must have a Calendar Profile document with a populated Designated
Mail File Owner field.
Caveat: System Databases with a Calendar profile (R&R, mail journal) with a
populated Owner field are also subject to archiving at this time.
29 |
Question 7: How does Domino archiving work when

multiple archive criteria are assigned to users?
Answer: You may set and enable multiple criteria in a database.
You can easily have different criteria set to archive data to multiple destinations.
All criteria will be processed and considered:
The criteria is processed in the order listed in the archive settings, from the top down.
If one criteria deletes docs but another one prunes, deletion takes precedence.
-----------------------------------------------------------------------------
TEST1: Archive docs from different views to different, separate locations

End Result: Different dbs created at separate locations, each with desired docs; this works OK
TEST2: 3 Enabled criteria, all docs older than 90, 120, and 365 respectively, same destination
End Result: 3 passes at the data; All docs older than 90 days appear archived
TEST3: 3 enabled criteria for all docs, 3 different older than values, archive to 3 destinations
End Result: The first time archiving runs, the 3 different archive dbs would have the appropriately
aged documents. However:
If you archive a week later, the 90 day db would then get documents that were 90day + 1 week.
The 120 day db wouldn't get anything new because the docs deleted by the 90 criteria removed
them. Same for the 365 db.
In summary, different time ranges to different destinations from the same views is problematic.
30 |
Question 8: How does archiving work with DAOSenabled dbs?

Answer:
1. Source db Daosified; target server NOT daosified:
Attachments put back inline into their respective documents, in archived docs
Caveat: Missing NLOs could halt the archive process and return Invalid or
nonexistent document during the archive process
2. Source db Daosified; target server Daosified

a.) Existing archive db where DAOS already enabled:
No issues here; proceed normally with the compact -a or -A
b.) Archive does not yet exist, about to archive for the first time:
compact -a or -A alone will not daosify the target new archive db
*SOLUTION: load compact -a -DAOS on mail\userdb.nsf
Notes:
The combination of compact options will not affect the primary database or any
existing archive databases.
Compact behavior does not change when -a and -DAOS off are used
together.
31 | 2014 IBM Corporation
Question 9: Can I Archive from iNotes?

Answer: Yes, there are 3 archive options for for iNotes users:
Background Server-Server Scheduled archiving: Same as for Notes client mail users
Triggered manually via iNotes to a server-based archive db.
Triggered manually via iNotes to a local archive database
What to configure for user-initiated iNotes archiving:
Mail Policy:
Mail Settings doc iNotes tab: Allow archiving on the server and Allow local archiving
tell adminp process mail policy
Archiving from iNotes to a local database uses DOLS
32 |
Question 9 (cont'd): Can I Archive from iNotes?

User Experience in iNotes:
33 |
2 Users archiving to the same archive database:
When determining the archive database file name, Domino does the following:
a.) 2 unique Users have the same mail files, but are on different mail servers, and archiving to
the same archive server/directory
b.) Admin specifies a small number of characters (i.e. 6) for the archive db name, multiple users
have the same 'n' letters of their file name, and the users all archive to the same server/directory
To avoid this issue:
Prefixes this with the value in the Archive Prefix setting, again in the Archive Criteria Settings.
This behavior could occur if:
Takes part of the mail database file name as specified in the "Number of characters from original
filename" setting in the Archive Criteria Settings.
Workaround for (a.) Specify a unique Archive Prefixfor each of the primary mail servers
Workaround for (b.) Increase the number of characters to prevent ambiguous or duplicate
names.
This is reported in SPR# RNOG9HAT38, and a permanent fix is under way
34 |
Newer Mail (that does not fit the Criteria) is being Archived
Affects the DUCS mail template
Also affects docs with the invalid date/time values (****)
Affects archive criteria set to archive docs older than xx date
Reported in: SPR # ENOR7XQ2DK

Solution: A potential fix in testing right now slated for 902*
Workaround: Configure the archive criteria to a "last modified" criteria
*subject to change at any time
35 |
36 |

Information and Data to Gather:
Is a policy applied? If so, is the correct policy applied?
How many users are affected one, some, or all?
Can you reproduce at will in other databases?
Which part of the archiving process is not functioning as expected?
Which archive criteria are present enabled in the database(s)?
Which archive criteria is enabled in the database(s)?
If using server compact task to archive, does compact return any errors?
Which doc(s) are not behaving as expected?
What type of doc is it: calendar, reminder, To-Do, follow-up, notice, or mail/reply?
Is this document in a specific folder?
Is this document part of a conversation or thread?
What is the Created Date of the document(s) in question?
What are the PostedDate and DeliveredDate values of the doc(s) in question?
Are all visible date/time fields correctly formatted?
Does NotesPeek show any odd date/time stamps, for the specific doc in question?
37 |
Troubleshooting Domino Archive Issues Manual/Local Archiving Configuration Checklist

1. Archive Settings (Archive Profile): Actions Archive Settings
Configure all necessary options in all tabs (ie. Archive 'older than 90 days', etc.)
In the Criteria tab of Archive settings, Enable the desired criteria
2. Option A: Schedule: Set a schedule for local archiving then enable it:
Note: Selecting this option

will automatically generate
and enable a local program
doc, which you can find in the
local names.nsf, ($Programs)
view.
Option B: Manual: Actions Archive Archive Now
3. Manually kick off OR request compact operation for the source database
*Recommended -b or -B, depending on config, backups, and transaction logging
38 |
Troubleshooting Archive Issues - Configuration

Checklist for Scheduled, Server-Side Archiving
1. Archive Settings document: Create and embed into Archive policy doc
2. Archive Criteria document: Add the desired criteria to the Archive Settings doc
3. Archive Policy document: Create and Assign to users
4. Server program document for compact -A or -a in public names.nsf:
Option:
Command-line
Description:
Releases:
Archive Only
-A
Archives and deletes documents from a db

without compacting it.
9,8,7,6,5
Archive then
Compact
-a
Archives and deletes documents from a db,then

compacts it.
9,8,7,6,5
Delete then
Archive
-j
Deletes documents from a db, then compacts it.

*NOTE: Not available through the Compact tool
on the Files tab in Domino Administrator.
9,8,7,6
*Conditions for server-based, compact-induced archiving:
Source database is located on a server;
Target db is at a location accessible via the Domino server;
Db is set to archive automatically on server
*You may, at any time manually kick off compact-induced archiving on the server console:
Example: load compact mail\dbname.nsf -a
39 |
Troubleshooting Domino Archive Issues Documents that do not Archive by Default
Docs with $NoPurge: Calendar Docs, ToDos
Docs with ProtectFromArchive field
>853FP4: Docs with Malformed $Created value(i.e. ****)
Deletion Stubs
Docs marked for Follow-up ($NoPurge = "")
Ghost documents: What is a ghost document?
$NoPurge= means the doc will never be purged

When the parent document of a response document is deleted, the response document is
considered an orphan
The Notes/Domino system automatically generates a placeholder parent document
Response documents when this option is enabled:
Delete a document only when the criteria can delete all responses as well
40 |
Archive Troubleshooting Tools

1. Actions Archive Settings in the individual database. Check for:
Archive destination correctly set
Proper archive criteria present AND enabled criteria
Correct schedule (if applicable)
2. Document Properties:
Basics tab: Look at created date, Last modified (In this file)
Fields: Look for $NoPurge
3. NotesPeek (or Ytria) tool to verify Archive Profile or specific documents that the UI
matches the back-end
4. The default archive log (l_archivedb.nsf) for each user
5. Log_Archiving= : Available for client or server; used with console logging
6. Designer client Archive Profile form, if you are unsure of field names
7. Debug_Archive_Settings=1 to debug archive settings documents
When using Policies, additionally:
8. Detailed Policy Synopsis
9. Designer client Policy Settings\Archive Settings and Policy\Archive Criteria
forms
41
|
Archive Troubleshooting Tools Default Archive Log
Provides basic stats on each archive execution:
Basic db info, Number of docs archived vs. deleted, destination location, etc.
DocLinks to all the archived docs
Defined in the Archive profile doc, either set manually or via the policy:
42 |
Archive Troubleshooting Tools: Log_Archiving=

log_archiving=0
Disable archive logging
log_archiving=1
Logging of archive errors
log_archiving=2
Logging of archive policy information
log_archiving=10
Archive debug
log_archiving=11
Archive debug including candidate document table
Output of Log_Archiving=11 contains:

a.) Username, policy info (if applicable), last run date/time, and other basic info
b.) Archive settings/archive profile info, field breakdown of settings
c.) a NoteID table of all docs in the database
d.) a breakdown of the each note, indicating creation date vs. archive criteria date
(for example); and whether each doc qualifies
e.) NoteID Match Table: lists those that qualify
f.) NoteID Delete table: lists the docs that are removed
NOTE: A doc that gets archived is not always deleted.
43 |

Sample output:
a.) partial beginning and middle:
44 |

Sample output:
b.) middle and partial end:
45 |
Troubleshooting Domino Archiving Issues:

When to use:
Documents that seem to fit criteria are not Archiving
Documents are being archived but not deleted
No documents are archiving 1 user or multiple
Server-side or locally executed; manually triggered or automated
Archive Policy not applied or proper criteria not applied to user
Archiving Works for Some Users but not for others
Skip any step that may not apply (i.e not using policies, not logging, etc.)
46 |
1. If logging is enabled, review the default archive log for stats or errors (slide 42)
2. (If applicable) Run Detailed policy synopsis (archive only).
For iNotes users, include Mail
a.) Verify if the correct archive policy is applied to this user:
Is this the correct

policy name?
Is this the correct
criteria?
47 |
2. (If applicable) Policy synopsis
b.) Verify archive policy fields:
*Hint: If you don't know

what these fields
mean, look at the
Archive Settings form
in Designer
48 |
2. c.) (Optional) Review Field names in Designer client for clarification:
Open Designer client names.nsf
In the Forms list, find and Policy\Archive settings and Policy\Archive Criteria forms:
49 |
2. c.) (Optional) Review Field names in Designer client:
Open Designer client names.nsf or pubnames.ntf

In the Forms list, find and Policy Settings\Archive settings and/or Policy\Archive Criteria
forms:
50 |
3. After reviewing the policy, verify that the settings match, in the database:
a.) Actions Archive Settings (Client UI)
b.) NotesPeek Profiles Archive Profile and the Name of the Archive Criteria
51 |
4. Look at the Creation date in the doc properties; Compare with date column:
5. If the values match, grab the document NoteID from the doc properties last tab:
52 |
6. Continue to review the Document and Document Properties Fields tab
Check for existence of $NoPurge
Check/Verify/Eliminate all other doc types that do not archive by default (see slide 40)
7. Review the doc in NotesPeek. Look for odd date values all fields (right pane):
*Hint: Primary focus is on date of creation; but check also $MessageID
53 |
7.) (cont'd) NotesPeek: Example of a malformed date field:
Note: If malformed date/time values are present, you may need to manually
archive this document.
54 |
8. If everything looks correct in the Archive settings, profile, and doc properties, and
still have not diagnosed the issue, implement log_archiving=n
a.) (Easiest) Make an OS copy of the db to a test machine server or client.
b.) Add log_archiving= and console_log_enabled=1 to the notes.ini. Restart the client or
server, just to get a fresh console.log.
c.) To prevent unwanted deletions/archiving while testing, open the new OS copy and:
Disable replication: Temporarily disable replication for this replica

(Replication options Other tab)
Switch to offline location document, is working with a local db
d.) Verify the correct Archive criteria is enabled in the Archive Settings.
e.) In the Client UI with the db open: Actions Archive Archive Now. Let the
archiving complete
f.) Open the latest console.log in the applicable IBM_TECHNICAL_SUPPORT folder
client:
...\notes\data\IBM_TECHNICAL_SUPPORT
server:
...\Domino\data\IBM_TECHNICAL_SUPPORT
55 |
8.) (cont'd):
g.) Search for the NoteID in question (the one you pulled from step #5):
Sample output from log_archiving=11:
[1A70:0002-1D40] TestNoteForArchiveSelection> Adding note 31730 (7BF2) as entry 3904
[1A70:0002-1D40] TestNoteForArchiveSelection> Adding note 31734 (7BF6) as entry 3905
[1A70:0002-1D40] TestNoteForArchiveSelection> note 32126 (7D7E) is deleted/ghosted
[1A70:0002-1D40] TestNoteForArchiveSelection> Adding note 31510 (7B16) as entry 3906
[1A70:0002-1D40] TestNoteForArchiveSelection> note 31506 (7B12) is deleted/ghosted
[1A70:0002-1D40] TestNoteForArchiveSelection> Adding note 31514 (7B1A) as entry 3907
[1A70:0002-1D40] 10/11/2014 01:48:25.44 PM Archiving> create time of note 31510 (0x7B16) is 07/09/2007 06:37:40 PM
[1A70:0002-1D40] 10/11/2014 01:48:25.44 PM Archiving> create time from criteria is 10/11/2013 01:48:01 PM
[1A70:0002-1D40] 10/11/2014 01:48:25.44 PM Archiving> note 31510 (0x7B16) is a candidate based upon create time
[1A70:0002-1D40] 10/11/2014 01:48:25.44 PM Archiving> note 31510 (0x7B16) is NOT a candidate based upon $nopurge
[1A70:0002-1D40] 10/11/2014 01:48:25.44 PM Archiving> create time of note 31514 (0x7B1A) is 07/30/2013 05:22:44 PM
[1A70:0002-1D40] 10/11/2014 01:48:25.44 PM Archiving> note 31514 (0x7B1A) is a candidate based upon create time
[1A70:0002-1D40] 10/11/2014 01:48:25.44 PM Archiving> ARCHIVE: adding noteID 31514 to Match
[1A70:0002-1D40] 10/11/2014 01:48:25.44 PM Archiving> ARCHIVE: adding noteID 31514 to Delete
56 |
8.) NOTE: When Archiving is successful, you will see entries such as this in the
console.log (with log_archiving enabled):
[1A70:0002-1D40] 10/11/2014 01:48:02.67 PM Archiving> create time of note 11402 (0x2C8A) is 02/27/2014
04:57:21 PM
[1A70:0002-1D40] 10/11/2014 01:48:02.67 PM Archiving> note 11402 (0x2C8A) is NOT a candidate based
upon create time
[1A70:0002-1D40] 10/11/2014 01:48:02.67 PM Archiving> create time of note 11386 (0x2C7A) is 03/22/2013
02:11:57 PM
[1A70:0002-1D40] 10/11/2014 01:48:02.67 PM Archiving> note 11386 (0x2C7A) is a candidate based upon
create time
[1A70:0002-1D40] 10/11/2014 01:48:02.67 PM Archiving> ARCHIVE: adding noteID 11386 to Match
[1A70:0002-1D40] 10/11/2014 01:48:02.67 PM Archiving> ARCHIVE: adding noteID 11386 to Delete
57 |
9. Go back to the document in the Notes client. Look again at document properties. Now,
we can see a $NoPurge, set to :
10. Remove any barriers to archive (i.e. agent to remove unwanted fields) then kick off
archiving again
*Note1: It is not recommended to use agents to remove fields preceded with $

Ex: FIELD Fieldname := @DeleteField
*Note2: If you manually archive selected documents, the documents will be
archived/copied but not deleted.
11. Repeat Steps 1 10 as needed to troubleshoot specific users, databases, or documents
that are not archiving as expected.
58 |
Additional Resources
Domino Archiving References:
Domino Admin Help: Understanding mail archiving and policies
Domino Admin Help: Creating an archiving policy settings document
Domino Admin Help: Creating an archive criteria settings document
TN# 7010310: Self-Training: Domino Archive policy settings documents
Video - How to use and solve problems with Calendar Cleanup

Domino wiki: Understanding Archiving feature in IBM Notes Client
Compact/Program document links:
Admin Help: Running Compact using a Program document
TN# 1088932 : How to configure a Program Document to periodically run a server command
Domino Policy References:
Mark Skurla's Slide Presentation: Domino Policies Deep Dive and Best Practices
Open Mic: Troubleshooting Policies on a Domino Server
TN# 1589912: Open Mic: "Best Practices & Troubleshooting for Lotus Domino Policies"
TN# 7010356: Self-Training: Advanced settings for Domino policies
Domino wiki: Links to all Domino archiving content
59 |
Q&A
Please press *1 on your phone to ask a question
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Domino Archiving: Tips, Tricks, and Troubleshooting

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How and What to configure

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Data and Storage Management

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Archiving Basics - Background

2 Ways to Trigger archiving in Notes/Domino:

Manually (local or server)

Automated (local or server)

2 Places where archiving could take place:

Local Notes client

2 Ways to access your Archive database(s):

Mail Navigator pane: Archive twistie

File Application Open: Navigate to your archive db.

3 Types of Archiving in Notes/Domino:

Cleanup only = delete only

Copy docs to archive db and delete original docs in primary database

3 Destinations for archive databases:

Local client machine

Domino server either current or different target Domino server

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Archiving Basics - Background

b.) Db Open on Screen: Actions Archive Settings

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Archiving Basics - Background

5 Components Used in Notes/Domino Archiving:

Archive any other db

Must be database owner

Interesting side note: it is possible to archive an archive database.

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Archiving Basics How it works

How Scheduled Server Side Archiving Works:

Source code checks to see if a db is a 'mailfile':

Does it have a calendar profile?

Is the Owner field of that calendar profile field populated?

In General, Exit the archive function if:

Archiving is not enabled

Client archiving is enabled but running on a server

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Archiving Basics Calendar Cleanup Agent

Found in the Calendar View:

More action button menu options

Actions More Calendar Cleanup:

Uses $NoPurge time/date value for removal determination

Archiving Basics Calendar Cleanup Agent

Manually triggered by user or admin, within the db itself;

Enhancement # JBAR94VVY4 for automated, policy-driven, server-side Calendar cleanup

Requires that archiving is allowed and enabled in the database:

Archiving Basics: Notes/Domino Document Basics

Default mail views/folders display either DeliveredDate, PostedDate, or Created

@If(DeliveredDate != ""; DeliveredDate; PostedDate != ""; PostedDate; @Created)

Universal Note ID (UNID) consists of 2 parts:

ON (translates to the doc creation date)

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Archive Criteria Settings

Policy doc only refers to 1 Archive Settings doc

Archive criteria doc embedded in Archive settings doc

Archive Settings doc may contain references to multiple archive criteria

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Archive Settings Basics Tab: