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E-mail management > E-mail archiving - Pg. 179

9.3.2 E-mail archiving E-mail archiving can be used to act upon the stale or old data in e-mail environments. This reduces the size of the active mail databases, improving performance and manageability. Figure 9-7 shows a diagram of a basic archiving system, where a content management solution provides an interface between the e-mail application and a storage manager, including the used archival storage. E-Mail application Content Manager Storage Manager Storage Devices Figure 9-7 E-mail archiving diagram Today, many people have implemented a non-central archiving solution, in which the user initiates the archive task, saving older mails to a so-called archive mail database or file. The disadvantage of working in this way is that the archive is difficult to manage. The first possibility is that the user saves his file on his local workstation disk drive. As workstations are often not backed up, this means that there is a serious risk for file loss. A second possibility is to store this archive on centrally managed storage. The problem there is that this means that backup operations always back up the complete file, even if only a small part has been changed. As these files tend to grow to a large size, this means a considerable backup overhead. As with normal file archiving, a first step in the process is to define the rules for archiving e-mail messages. IBM provides two solutions for e-mail archiving: CommonStore for Lotus Domino and Commonstore for MS Exchange. The following sections explain how the products work and what they bring into the e-mail archiving task. CommonStore for Lotus Domino CommonsStore for Lotus Domino will move documents or folders from the Lotus Notes databases to an archive location, from where they can be retrieved when required. The archiving can be done manually or by using an automated policy-driven solution. The policy will archive documents based on the following criteria: The age of the object. The age can be determined based on the creation date or the last modification date. In addition, you can specify to count the age between these dates and the current date, or a specified date. For example, a file created on 1/1/2005 could be compared against 30/1/2005, and show an age of 30 days. The size of the object, allowing documents larger than a certain size to be archived. In addition, the rule can be combined with a rule to only apply this rule in databases that are larger than a certain size. Any object that responds to a Lotus Notes formula. Chapter 9. Data lifecycle and content management solution 179