I am implementing Archiving/Deletion policies, and I am running into some difficulties. Our Electronic Media Policy states that all read inbox messages will be deleted after 30 days. Looking at the criteria available in the Archive settings doc, the only things available are Not Accessed, and Not Modified. Does anyone know of a way to just key off of the read documents?
Subject: RE: Archiving/Deletion Policies
You can use the C API to determine the unread status of messages for a given user. This capability is not built into the archiving utility but you can custom code it. However, this presents some problems.
First, users can manipulate this policy by marking documents unread even though they have in fact read them, allowing them to remain in their inbox indefinitely.
Second, replication of unread marks is still not working altogether correctly in Notes 6, last I heard.
Third, though you can tell whether something is flagged unread, you can’t really tell how long it’s been in that state. You would need a separate log database (preferably not a Notes database) containing a table of every document ID and when your daily cleanup process first noticed that it was read.
A more reliable technique might involve creating a “hard” read mark for a document when the document is first opened by the user. This would be a change to the mail file design – in the queryopen you would assign a date field in the memo document when it’s first opened, and save that change. Then you could check the inbox for documents where that date field is more than 30 days in the past, and archive those.
Subject: RE: Archiving/Deletion Policies
Or you could alter your policy to be one that makes infinitely more sense…
“All email not accessed for 30 days will be archived.”
That way, if you have some email that you refer back to frequently, it will not be archived.