I’ve had the following request posed to me and I don’t know where to begin. We are using Lotus Notes 8.0.1 and I have a group of managers that wants to know if we can track a set of incoming email addresses. They want to know if this set of email addresses where set to any users in the company and if anyone replied to those email addresses. They also want to see the history of those transactions for the last 15 months. Basically, did we recieve email from the set of email addresses, who the emails were addressed to, did they reply to the set of email addresses, and can we view the emails in question if they haven’t been deleted.
Thanks for any insight you can provide.
Subject: Are you using Mail Journaling?
If you aren’t, then I don’t see a way this could be done for the past 15 months. See the topic “Mail journaling” within the Lotus Administrator Help Database for more details on this functionality.
Subject: Enable Mail Tracking in the configuration document for your mail server(s)
You can then use the tracking feature inside the administration client.
Of course that will only show messages send/received from said addresses since enabling mail tracking.
Subject: Talk to your developer
I have tackled things like this in the past, without journaling. It’s not a fullproof solution by any means. But a developer could write code to crawl all mail files, checking every email (including sent and deleted), looking for the address in the SendTo, CopyTo, BlindCopyTo fields (meaning it was replied to), or the From field (meaning it was received).
Once the emails are found, create a record of it in another database.
We were able to recover more data than expected with this method (from 5,000 mail files, with 18 hrs work). But, is it worth it to you?