This technique is very useful for archiving users mail files when the user has left the company. It enables you to have a look at the mail file without having to copy it off the CD and back on to the Domino server.
I have also used this technique when somebody's mail file got too big to be really useful when traveling. They were able to take their old mail on CD with them while accessing new mail from a fresh database.
Regardless of your reasons for choosing this method, make sure that you comply with your local corporate records retention regulations before deleting any databases from your server.
Before you begin
These instructions are designed for use with the standard Lotus Notes mail template. If you have additions such as archiving or document management facilities built-in, you will probably need to use the load convert command to convert the database back to a standard Lotus Notes mail database before this procedure can be successful.
- Locate the Database on the Server and Open it
- Create a New Local Replica (File, Replication, New Replica)
Note: If you're not deleting the original database, you might want to make a COPY instead
- Make sure that you do not Encrypt the local replica (the checkbox will tick automatically, so you need to deselect it).
- Once your new replica has been created, close the original database and open the replica. This way you can be sure that you're going to be doing the work on the right database.
- You should probably also delete the database from your replicator page since you don't want any of your changes to replicate up to the original.
- With the local replica of the database open, press Ctrl+Shift+F9 to rebuild and update all of the views. This should take a short while.
- Next, go into database properties (File, Database, Properties) and click on the Search Tab (Magnifying glass)
- Click the button marked create index. You should also consider ticking the box marked index attached files.
- When the indexing has finished, you might want to rename the database so that it is obvious that it is an archived database. You can do that by changing the title in the database properties.
- The next step is to change the ACL of the database (file, database, access control)
- Set the access controls as follows;
-Default- Reader (Make sure you deselect Write Public Documents)
LocalDomainServers Manager (It's ok for a server group to be a manager since they won't open from CD - it also helps when restoring).
OtherDomainServers No Access
In the example above, I have set -Default- to reader. This is okay if your CDs are well protected and if they don't have much sensitive information on them. If they do have sensitive information, you might be better off to set a particular user or group to reader and is set default to no access.
You can put additional groups in if you like but you need to make sure that any people who may open the database from the CD have read only access. If not, the database will try to open in the read write mode which can't be done on a CD and will result in error messages.
There's no need to put restrictions on servers and server groups because these won't be trying to access the database from the CD. Only people and people groups will.
- Sometimes you need to do a final Ctrl+Shift+F9 just in case.
- To test the database, mark it as read-only in the file system and open it - or just burn it to CD and see what happens.