Technical Specification
Archiving server (on each mail server)
The archiving server is a domino server, which will flag emails which need to be archived. This will be achieved by hooking into the EM_NSFNOTEOPEN event on the Router task. The event is triggered when the router opens any documents, including the configuration document. Therefore, when the event is fired, the application will check the database in which the document resides. If the Notes Document resides in a database that has the extension “.box”, e.g “mail.box”, “mail1.box” etc, it will be processed to be archived.
If the document is to be archived the application will copy it to a local temporary archive database (cwmmdeposit.box). This database is a temporary holding database for all documents to be archived, although other alternatives were considered this option gives the the best performance. This temporary Db is not accessible except to administrators and servers.
Central Archiving Server
The Central archiving server is a Domino server which contains the archive. This server will periodically monitor the Archiving servers for documents to be archived. It will process all documents in the temporary holding database and move them to the archiving database.
As part of this move process the application will set up all the security on the archived document.
The process will run as an Addin on the domino server
The Central Archiving server can monitor many Archiving Servers
The Central archiving server can sit on Archiving server if required
The scheduling of the this process can be controlled by the Administrators
Document Stubs
The addin will be able to scan recently archived documents and after a predefined delay will replace the contents of the email with a “Document Stub”. This “Document Stub' will contain the minimum information required to maintain view indexes. The body of the email will be replaced with a Doc Link back to the original email.
The administrator will be able to control the number of days past before this process takes place.
Searching
The search functionality is built on standard Lotus Notes full-text searching. Two forms are available for entering search criteria, a simple form and an advanced form. The selection criteria field on the simple form can be used to enter all combinations of a Lotus Notes search using standard fields from the email.
Hardware Requirements
Crossware recommend that the archive solution is installed on a dedicated server.As an example if the current size of all emails added every month is about 10GB pr month, will require a total of 120GB of data every year or a total of about 840GB of data for 7 years. We recommend that the server is setup with at least this amount of available disk space after the operating system and domino have been installed. As most servers/hard drives are not designed to last for 7 years, an upgrade may be necessary. This would allow for disks that are currently not of sufficient size to be used (most cost effective) and when the upgrade takes place larger disks could then be used.
Default User Rights
All users can have access to view their own archived messages, but only those who have been granted the (?SystemAdmin?) role within the ACL will be able to see all messages within the archive. By default delete access has been disabled for the archive database to ensure that no unintentional deletion of documents occurs (this can re-enabled if desired).