Emails are not deleted from mail file when archiving

HCL Domino Domino Forum
1

Good morning,

One of our users has a problem with archiving. The emails she selects are copied properly from her mail file to a local archive, but they are not deleted after the process completes. As a result, her archive grows in size but her mail file remains above her allocated quota.

Her assigned policy is a standard one that we roll out to all UK users and should not affect archiving in any way. I have looked at her archive settings and they appear to be correct. The user has manager access to her mail file and delete/replicate documents enabled.

Can anybody advise what else might be causing this problem?

Thanks,

Tom Banks

2

Subject: Emails are not deleted from mail file when archiving

There are a few things that can prevent a document from being deleted from a “live” database during the archive process:

  1. “Remove archived documents from this application” is not selected in the archive criteria. The alternative is to truncate the size of the archived message.

If you find that there are infact documents that have been deleted, and the issue describe is for some, but not all documents, the following cases likely apply to this user:

  1. “Delete a document only when the criteria can delete all responses as well” is enabled in the archive profile. This implies that an entire message thread will not be deleted until the last message of the thread meets the archive criteria. Deselecting this will mean that a document can qualify for archiving and deletion solely on its own created/modified properties.

  2. The non-deleted document contains a $NoPurge field. If the string corresponding to the field contains a date, the document will not be purged until after that date and is most likely a calendaring document. If the field contains a NULL string, the document will never be purged in its current state, and most likely has been flagged for follow-up.

3

Subject: RE: Emails are not deleted from mail file when archiving

Thanks for your answer Dan.

  1. There is no criteria tab, so I’m guessing this is an option defined by policy - in which case all UK users would have the same problem, and they don’t.

  2. Cannot find this detail either, so presumably set by policy as above. Again, I would have thought this would affect all other users as well.

  3. Not sure about this one but it’s worth a try - as we have tested on all sorts of emails, usually lots at a time as well. Should I just find this in the fields part of the document properties on each email?

Thanks,

Tom