We are using Domino/Notes 8.0.2 and have the following problem. One of our users has a large mail file with about 6000 documents and 400 folders nested
about 3 levels. Recently, some folders seem to be disappearing and others
will not accept new documents to be added. Has anyone had similar problems
or know of a fix?
Thank you for any help you can provide.
Subject: did you run fixup and compact?
Subject: Re: Folders in Mail File
Good Morning Herm,
Notes does have a limitation in regards to Folders. I can’t recall the exact figure, but a mail file that size with 400 folders seems that it will definitely exceed that limitation. I have seen, multiple times, where exceeding the folder limit can lead to document, and even worse, database corruption. Generally, it is not a matter of if, but rather when, the database will become corrupted.
I would absolutely recommend creating an Archived database for this user and have them have Archiving run on a schedule to reduce the size of the database to avoid errors and possible corruption.
I have included an Article below that you may find helpful:
Hope this is helpful Herm!
Regards,
-Bob
Subject: Thank You
Thank you Maria and Bob for your responses. This particular user has 3 archives each of which is about 2 to 3 times larger than the mail file and archiving is done regularly. The company is very dependent on eamil for their business and I don’t know any way to change this. Any suggestions would be greatly appreciated.
Thanks again,
Herm
Subject: document management
We are currently considering ways to cut down the numbers of emails our users keep in their mailfiels, as well. Software limitation is not the main driver for us, although quotas do play a part. For us, there is concern that there are documents pertaining to the business which only live in one person’s mailfile, where nobody else can access them.
You might consider if there should be databases that these documents, which are currently ‘stored’ in email, should be moved into. You would then be able to give a greater number of people access to the information in these documents, link them to other documents, and do other things which are not happening right now in the email file. The challenge is to make the user want to move them to this other location rather than keep them piling up in their email.
Subject: Re: Large Folders…
Hi Herm,
One suggestion would be to have them Archive their Mail to the Server if they’re absolutely in need of all their Mail. Setting up the user’s Mail File to Archive on the Server into an Archive Database will allow them access to all their Mail on-the-go and would assist in cutting back on the Size of their Mail File itself. That’s just a secondary thought I had.
Other than that, user management of mail files is always something you run into; it’s just a matter of staying on top of it that gets tricky. From the sounds of it, it appears this user may be an Executive (as they often have the largest mail files), but would it be possible to enforce a quota on them? Additionally, you may want to consider informing them of the dangers of keeping such a large mail file with so many folders. Users generally respond quickly to the fear of losing all their data. 
Good Luck Herm!
Regards,
-Bob