Creating an archive criteria settings document

Use an archive criteria settings document to define a set of criteria to by used by an archiving policy settings document when archiving an IBM® Notes® user's mail documents.

Before you begin

Make sure that you have at least Editor access to the Domino® Directory and one of these roles:
  • PolicyCreator role to create a settings document
  • PolicyModifier role to modify a settings document


  1. From the IBM® Domino® Administrator, click the People & Groups tab and then open the Settings view.
  2. Do one of the following tasks:
    • Select the Archive policy settings document for which you want to create archive criteria settings, and then click Edit Settings.
    • Click Add Settings and then select Archiving to create a new archive criteria settings document.
  3. Click the Selection Criteria tab, and then click New Criteria.
  4. Provide the following information on the Basics tab.
    Table 1. Basics tab fields




    Enter a name that identifies the archive criteria. When you add criteria to an archive 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 Actions > Archive.


    Enter a description of the criteria.

    Enable archive criteria

    Do one:

    • Enable the check box to use this archive criteria.
    • Disable the check box if you are creating archive criteria to use later.
  5. For How should documents be archived? choose one:
    • Copy old documents into archive database; then clean up database -- to archive (copy) documents to the archive database and then clean up (delete or reduce those documents) from the user's mail database.
    • Clean up database without archiving -- to delete documents from the user's mail database without copying them into an archive database. Use this setting to enforce document-retention policies that delete all documents after a specified time.
  6. If you chose to copy old documents for How should documents be cleaned up? choose one:
    • Delete older documents from the database -- to delete copies of archived documents that remain in the user's mail database.
    • Reduce the size of the documents in the database -- to truncate copies of the archived documents that remain in the user's mail database. Then choose one:
  7. Under Which documents should be cleaned up? specify the criteria that determines which documents are candidates for archiving. Choose one:
    • Older than -- to specify the date the archive criteria settings document was created as the start date for the document retention period. Documents created prior to this date are eligible for archiving.
    • Not accessed in more than -- to specify documents not opened in the specified time frame. Do not use this option unless the database property Maintain Last Accessed is set. If this property is not set, the criteria will not locate any documents to archive. Specify a time period.
    • Not modified in more than -- to specify documents that have not been modified in the specified time frame (default). Then specify a time period. This is the recommended setting.
    • With expiration date older than -- to specify documents that have been marked expired. A document is eligible for archiving if it has an expiration date earlier than the specified date.
  8. Optional: If you use a custom mail template, complete these fields
    • Change template server -- select the name of the server on which your mail template is stored.
    • Choose template -- select the name of your custom mail template.
  9. Select In views or folders to clean up all documents in the selected views and folders according to the criteria you established in steps 5 through 8.
  10. Optional: Click the Destination tab and change any of these fields if you want to change the location of the archive database.
    Table 2. Destination tab fields



    Archive Directory

    The default is archive. Enter a new name if you want to change it.

    Archive Prefix

    The default is the letter a, followed by an underscore (_). Enter a new prefix if you want to change it.

    Archive suffix

    The default is .NSF. Enter a different suffix for the archive database name if you want to use a suffix other than NSF.

    Number of Characters from original filename

    The default is 50. To change this, enter the number of characters to use from the user's mail file name to create the archive database name.

    Note: Click the link Preview an example to see the result of your choices before you save the archive criteria settings.
  11. Save the document.