For the implementation of a new email policy, the idea is to not use mail quotas but automatically purging emails after 120 days. By using archiving policies, the user should be able to archive his or her email to a local file after for example 90 days and by a server based archiving policy, the email that is older than 120 days should be purged.
Because not all users would like to archive to a local file or can’t archive to a local file because they are only using web based mail files, I’m looking for a way of notifying the user in for example 10 days in advance that specific emails will be purged after 10 days because these emails are older than 120 days.
The idea is that the user gets an email containing links to the emails which will be deleted within 10 days. The user can then decide on saving the emails by using local archiving or printing hard copies.
Is there any out of the box functionality in Lotus Domino 7 for this kind of notifications?
Thanks in advance!
Subject: RE: Notification to user before archiving mail
There’s not a checkbox you can check that will automatically generate this kind of notification, but you can certainly very easily write a scheduled agent to do it. I would suggest using LotusScript, and you might want to look at the NotesNewsletter class. The selection criteria of the agent can easily filter documents to only those that occur within a range of dates based on today’s date.
Subject: RE: Notification to user before archiving mail
Thank you for your suggestion. A scheduled agent shouldn’t be that hard to write for this.
I was just thinking about another solution. In Lotus Notes 7 when you delete emails, the emails will first go into the Trash folder and after 48 hours (if I remember correctly) the emails are really deleted.
Is it possible for the server based archiving to archive email to this folder and tell the user what it just archived like in the Archive Logs database l_username.nsf. In this way, the user has still 48 hours to recover his or her mail from the Trash folder?