Creating an archive criteria settings document

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

1. Open the Settings view in the Domino Directory.
2. Select the Archive policy settings document for which you want to create archive criteria settings, and then click Edit Settings.
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

   Field	Action
   Name	Enter a name that identifies the archive criteria. When you add criteria to an archive policy settings document, this name appears in the selection box. This name also appears in the user's mail folder outline under Actions > Archive.
   Description	Enter a description of the criteria.
   Enable archive criteria	Choose one of the following options: 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. Use this option 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. Use this option 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. Use this option to delete copies of archived documents that remain in the user's mail database.
   • Reduce the size of the documents in the database. Use this option to truncate copies of the archived documents that remain in the user's mail database.
7. For Which documents should be cleaned up? specify the criteria that determines which documents are candidates for archiving. Choose one of the following options:
   • Older than. Use this option to specify the date the archive criteria settings document was created as the start date for the document retention period. Documents that are created before this date are eligible for archiving.
   • Not accessed in more than. Use this option 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 does not find any documents to archive. Specify a time period.
   • Not modified in more than. Use this option to specify documents that have not been modified in the specified time frame (default). Then specify a time period. This setting is recommended.
   • With expiration date older than. Use to specify documents that are marked as expired. A document is eligible for archiving if it has an expiration date earlier than the specified date.
8. Do not complete the fields in the Archive By View/Folder section of the document.
9. Optional: Click the Destination tab and change any of these fields.

   Table 2. Destination tab fields

   Field	Action
   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 file name	The default is 50. To change the default, 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.
10. Save the document.