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~Lily Brekromanettu
Jun 23, 2016, 6:28 AM
21 Posts

Archiving emails

  • Category: Administration
  • Platform: Windows
  • Release: 9.0.1
  • Role: Administrator
  • Tags:
  • Replies: 8

Hello

Anyone know of a good solution/product that can hold emails, incoming and outgoing for 10 years?

Yes space is an issue and it should be easy administration.

 

 

~Tip Ekresaman
Jun 24, 2016, 3:45 AM
212 Posts
Mail Journaling

If you are using Domino as your mail server, you can try Mail Journaling.  This system captures all mail, both incoming and ourgoing.

~Tip Ekresaman
Jun 24, 2016, 3:45 AM
212 Posts
Mail Journaling

If you are using Domino as your mail server, you can try Mail Journaling.  This system captures all mail, both incoming and ourgoing.

~Sigmund Dworelitnivu
Jun 24, 2016, 7:02 PM
328 Posts
Domino Mail Journaling

Domino Mail Journaling is a fairly cheap aleternative, but it is not very robust, and there are a few issues - some technical, some practical. Here are some of my experiences with journaling:

http://www-10.lotus.com/ldd/nd6forum.nsf/ShowMyTopicsAllFlatweb/2ac5d3555f31009a85257365005a88ff?OpenDocument

As far as I can tell, not much has changed.

Getting messages into the journal database is fairly easy once set up, when it's time to search the journals, well, that's another matter entirely. Especially if they're encrypted. You're pretty much limited by Full Text Search limitations, plus the time to build the indexes, and perform the search. Which has to be done per database. Here we're running about 30+ Gig a week per journal, so there is a lot of time involved, and I can only search a week at a time.

YMMV.

~Yentl Umhipibergnivu
Jun 27, 2016, 5:35 AM
40 Posts
Mail journaling benefits greatly from external spam filtering
Reading the responses about mail journaling I consider myself lucky to have the IBM spam filter appliance (IBM LOtus Protector for Mail Security) in between us and the internet.  Because this filters the majority of spam, thus greatly enhancing the signal to noise ratio in the journaling databases.  It's actually not that expensive.  After initial licensing, renewals run approximately $8/user/year.  A lot cheaper than our previous Domino compatible solution.
~Vera Zekfoogengon
Jun 29, 2016, 1:13 AM
196 Posts
If space is an issue ...

You would need to extrapolate from what you've consumed after six months, one year, two years, etc. Some organizations find that their original projections were inaccurate, and that mail older than five years is not critical to the business. There is also the thought that data storage costs keep dropping, and that, in ten years, what you pay will be less than predicted. 

Are you simply storing the mail for users' convenience, or do you also have compliance needs in mind? If it is for compliance, then your choice of a solution will need to take eDiscovery into consideration. 

~Yentl Umhipibergnivu
Jul 12, 2016, 8:44 AM
40 Posts
Dont't forget DAOS
Don't forget DAOS to help reduce storage needs. Also look at DAOS retention time and make sure you know how to backup and restore both documents and related DAOS objects.

I've seen some serious storage savings using DAOS.  Note:  setting DAOS_ENCRYPT_NLO=0  will help with restores to another server because the NLO files will not be encrypted with the server ID. This will also help if you have multiple server attached to a deduplicating storage provider, since that provider can optimize across servers if it is capabale of that.

BEFORE applying DAOS, make sure all the attachments are compressed wwith the same algorithm (i.e. LZ1, not huffman)
BEFORE applying DAOS, decide on a place to store the attachments, preferably on a separate controller for best performance. Note that multiple server using the exact same physical directory is not supported.
Also, while we're talking storage optimizations: apply "Don't overwrite free space" to speed up writes to the databases...
ALSO make sure the ODS of ALL databases (every db accessed by the Domino server, db, template and mail.box files) is the latest level.  This save  the sevrer from having to load and use older database access code.  The ODS 51 and 52 especially have greatly reduced IO needs compared to older ODS.
Note that to update the ODS of templates and mail.box files, the compact command has special options: -ODS -*
Add -upgrade to update the ODS of those databases who in the past have been saved with a ns4, ns5 or ns6 extension which sets a stubborn 'keep ODS at a low lever for use with older cliens or servers' bit.

So if hatching a plan to implement DAOS and archives and such I'd:

0. Make sure you have valid backup in case all the extra IO fries something. (Murphy)
1. Test the backup (Murphy again)
2. Make sure code level of servers is ok (9.0.1 FP6 IF2 as of writing time)
3. Set Notes.ini parameters for latest ODS (Create_R9_Databases=1)
4. set DAOS_ENCRYPT_NLO=0
5. If you need to set compact bits which need a Compact style compact, set them now so they'll be processed in time, like 'Don't overwrite free space' , 'Use LZ1 compression', 'Compress database design', 'Compress document data'
6. Note that a couple of busy or always open databases like the server log.nsf and names.nsf need to be compacted while the server is offline. The admin help and Domino wiki contain instructions for how to do that.
7. Get the ODS right with a compact -ODS -* -upgrade.  If this needs to be done in increments, you can suply additional prameters like  -x nn to limit the total compaction time, nn in minutes. The -x needs to be lower case. Or specify a directory.
8. Note that if a db already was at the correct ODS, and one of the flags mentioned above was changed, the database will need a copy-style compact (compact -C) to change the flags.
9. with the environment setup with the correct flags and ODS, mak another bakcup and test it.
10. Setup DAOS and convert a Pilot database
11. Make a new backup, then thorougly test the changed backup and restore procdures (they NEED to change because of DAOS), by deleting a document a document and manipulating the server so the NLO is deleted to. Then test a succesful restore of database and attachment(s).
12. Use DAOS estimator tool to correctly size your envronment. See http://www-01.ibm.com/support/docview.wss?uid=swg27045390
13.  Now start converting the rest of the environment and reaping the benefits.

This forum is closed to new posts and responses. Individual names altered for privacy purposes. The information contained in this website is provided for informational purposes only and should not be construed as a forum for customer support requests. Any customer support requests should be directed to the official HCL customer support channels below:

HCL Software Customer Support Portal for U.S. Federal Government clients
HCL Software Customer Support Portal