JOURNAL ARCHIVING OF LOTUS NOTES EMAIL FILES …eval.symantec.com/mktginfo/products/White_Papers/... · version includes table of contents styles 1 w h i t e p a p e r ˘ ˇ ˆ ˙

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W H I T E P A P E R

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JOURNAL ARCHIVING OF LOTUS NOTES EMAIL FILES, AND HISTORIC LOTUS NOTES EMAIL ‘ARCHIVES’ FILES Windows 2003 Server

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W H I T E P A P E R

TABLE OF CONTENTS Journal Archiving of ‘Historic’ (User-retained) Lotus Notes Email in Mailbox Files ...................................................3

1. Copying, or “snapshotting” the target Notes mailbox files on a Domino Server.......................................3 2. Create a new folder location as the copy / snapshot / restore target. ......................................................4 3. Restart Domino Server tasks ....................................................................................................................4 4. Add a new Domino Journal Archive for historical email information.........................................................5 5. Adding a new Domino Journaling Location ..............................................................................................7 6. Changing the Notes file template for mailbox files....................................................................................9 7. Restart Domino Journaling tasks, to process mailbox files. ...................................................................11

Journal Archiving of 'Historic' (User-retained) Lotus Notes email in Lotus Notes Archive Files ..............................13 1. Copying, or “snapshotting” the target Notes Archive files on a Domino Server, or client computer ......13 2. Changing the Notes file template for archive files ..................................................................................14 3. Restart Domino Journaling tasks, to process mailbox files. ...................................................................15

Performance Impact .................................................................................................................................................17

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JOURNAL ARCHIVING OF ‘HISTORIC’ (USER-RETAINED) LOTUS NOTES EMAIL IN MAILBOX FILES Many customers want to be able to implement Lotus Domino Mail Journaling and its associated archiving services from Enterprise Vault, for the purposes of Legal Discovery (in combination with Enterprise VaultTM Discovery Accelerator). This will journal any / all email messages (as configured in Domino Mail Journaling Rules) from the day of implementation and seamlessly retain these in an Enterprise Vault archive for retrieval through administrative search and Legal Discovery interfaces. Additionally, many customers would like to ingest a copy of any email in existing Lotus Notes mailbox files, and any email in existing Lotus Notes mailbox archive files that also exist in the organization at the time of implementing Enterprise Vault for Lotus Domino Journaling. Following the processes outlined in this paper, such a migration to a journal-style archive can be achieved. Note that it is likely that larger customers will want to automate many of the .NSF file collection and template change procedures. This can be achieved and Symantec Corporation Professional Services can assist with such needs.

1. Copying, or “snapshotting” the target Notes mailbox files on a Domino Server Stop the target Domino Server services, and using appropriate file copy/backup technology, snapshot the mailbox files in the Domino\Data\Mail subdirectory. Any rapid file copy, snapshot, or backup / restore technology should be able to be employed for this set of tasks.

Figure 1. Copying Domino Mailbox Files; e.g. taking a "snapshot" at a known point in time.


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2. Create a new folder location as the copy / snapshot / restore target.

This allows customers to delineate and separate historical mailbox journal emails in the archive, from new Domino journal emails. This may be important with regards to the weight of such historical evidence – with email captured from existing user mailboxes, the user may have possibly modified the email over time before import into a journal archive, whereas with emails captured by Domino Mail Journaling and Enterprise Vault for Lotus Domino Journaling, such modification is not possible.

Figure 2. Copying Domino Mailbox Files to a new "Historic" subdirectory on the Domino Server.

3. Restart Domino Server tasks

Once snapshot copying is completed, restart Domino Server tasks to allow users to carry on with normal messaging and collaboration activities. As journaling and subsequent archiving should already be enabled by this point in time, it is sufficient to capture any subsequent user emails through the working journaling mechanism.


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4. Add a new Domino Journal Archive for historical email information

Open Enterprise Vault Administration Console (VAC), and add a new Domino Journal Archive for the historical mailbox information, to keep newly journaled email content separate from user-retained (and possibly modified) emails. Alternatively, it can be archived into an existing Domino Journal archive in Enterprise Vault.

Figure 3. Adding a new Domino Journal Archive - the Domino Journal Archive Wizard.


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Figure 4. New Domino Journal Archive Wizard - selecting an account to bill archiving usage to, and an indexing level.

Figure 5. Enterprise Vault VAC – showing new "Historic" Journal Archive for Mailbox files.


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5. Adding a new Domino Journaling Location

In the Enterprise Vault VAC, add a new Domino Journaling Location for the target Domino Server, configured to journal archive the new historical folder location from step 2 (see above). In this example (figure 6. below) the same Domino Server (BLACKBIRD/DEMO) is being used for live journaling, as well as historical migration tasks.

Figure 6. Adding a new Domino Journaling Location in Enterprise Vault VAC.

Figure 7. New Domino Journaling Location Wizard - target subfolder of the Domino Server's Data directory.


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Figure 8. New Domino Journaling Location Wizard - select an ID file with appropriate levels of acces to the mailbox files being copied.

Figure 9. New Domino Journaling Location Wizard - choosing the new "Historic" mailbox journal archive (refer to step 4. above).


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6. Changing the Notes file template for mailbox files

For Enterprise Vault for Lotus Domino Journaling to process a .NSF file in a configured Domino Journaling Location, the .NSF files must have a “StdMailJournaling” template. Enterprise Vault will normally ignore other .NSF files, such as mailbox files which by default have a template like “StdR6Mail”. • This may be done manually via the "File" menu, "Database", "Properties", then "Design" tab. • This may be done for batches of mail files by use of the Domino “Convert” task from the Domino Server console

– for further details refer below. • This may be done programmatically, and hence could be included in a custom-developed solution for collecting

and batch scheduling of mailbox file ingestion - for further details please refer to IBM Technote Reference # 1219359 (http://www-1.ibm.com/support/docview.wss?uid=swg21219359).

Changing Notes file templates manually Open Lotus Notes Administrator, navigate to the "Files" for the target Domino Server, open the directory containing the snapshot copies of mailbox files (e.g in this case, the "Historic" directory) and change the file template information for target mailbox files to be immediately processed via the “Design” icon properties.

Figure 10. Mailbox file properties - "Design" tab showing current Template name.


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Figure 11. Mailbox file properties - changing the Template name to "StdMailJournaling".

Changing Notes file templates in batch jobs using “Convert” task Lotus Domino Server administration conveniently implements a system console task – “Convert” which is used to update mailbox and archive file templates to a new template. Often used during Domino Server upgrade processes, this task is also used for changing templates of entire directories, trees, or specific named lists of mailbox files (and archive files).

Figure 12.Running the Domino Server convert command; in this example changing any file in the “Historic” directory to the StdMailJournaling template.

Briefly, the syntax of the convert task is as follows; consult the Lotus Domino Administration Guide for further details:

load convert [-r] mailfilepath currenttemplatename newtemplatename Converts the mail databases in the given mailfilepath from the currenttemplatename (* can be used to match all existing templates) to the newtemplatename.

The display name for the template may be used, as may the actual filename of the template; in the command syntax for a “load convert” command. In the example given (figure 12 above) the display name “StdR6Mail” is used for the currenttemplatename, which equates to the MailR6.ntf template file. The “mailjrn.ntf” file is used as the newtemplatename which also equates to the display name “StdMailJournaling”. These may be used interchangeably in a “load convert” command syntax.


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7. Restart Domino Journaling tasks, to process mailbox files. Return to Enterprise Vault VAC, and restart the Domino Journaling Task that is processing the target Domino Server. Await completion of the task's processing status in the current Enterprise Vault Domino Journaling Task Report, then perform a search of the new historic archive to ensure that email results have been archived into the new historical journal archive from the Lotus Notes mailbox files as expected.

Figure 12. Enterprise Vault Domino Journal Archive Report, showing completed processing of target user mailbox


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Figure 13. Search results from the new historical mailbox journal archive - showing the (underlined in red) location showing correct processing

of copied mailbox files.

Figure 14. Search result detail - showing correct recipient, subject, date/time information etc.


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JOURNAL ARCHIVING OF 'HISTORIC' (USER-RETAINED) LOTUS NOTES EMAIL IN LOTUS NOTES ARCHIVE FILES Similarly to the processes outlined above for ingesting existing emails from Lotus Notes mailbox files, customers can also ingest existing emails from Lotus Notes Archive files that have been building over time in the organization. Again, it is likely that customers may want to automate much of the repetitive tasks outlined below by means of scripting file collection and copying activities (so as to schedule ingest by Enterprise Vault Domino Journal Tasks) and use of “Convert” tasks, or programmatic models for necessary template changes.

1. Copying, or “snapshotting” the target Notes Archive files on a Domino Server, or client computer Using appropriate file copy/backup technology, snapshot the archive files in the Notes\Data\Archive subdirectory from the target computer. If Notes archive files are held centrally on a file server, the directory structure may be different. Notes archive files typically being with an “a_” prefix; in this example “a_sblair.nsf” is being copied for ingest into a historical Domino Journal archive in Enterprise Vault.

Figure 15. Copying a users Lotus Notes archive file from the Notes\Data\Archive directory.

It is likely that infrastructure used to capture and journal archive any Lotus Notes user mailbox files as outlined above will be a target for re-use when journaling any Lotus Notes user archive files additionally. It is also likely therefore, that customers will not need to configure a new Domino Journal Archive, and a new Domino Journaling Location as outlined above, however if deemed necessary replicate the steps from 2 through 5 as above in the section titled “Journal Archiving of ‘Historic’ (User-retained) Lotus Notes Email in Mailbox Files”.


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Figure 16. Lotus Notes user archive file, also now in the “Historic” directory from previous mailbox journaling processes.

2. Changing the Notes file template for archive files

As with Lotus Notes mailbox files, archive files created for users from their mailbox file will by default have a template similar to “StdR6Mail”. For Enterprise Vault for Lotus Domino Journaling to process a .NSF file in a configured Domino Journaling Location, the .NSF files must have a “StdMailJournaling” template. Enterprise Vault will normally ignore other .NSF files, such as mail files which by default have a template like “StdR6Mail”. (cont. next page)


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Figure 17. Archive file properties - changing the Template name to "StdMailJournaling".

The Lotus Domino administration “Convert” task may also be used to convert the template for batches of user archive files, for further details refer to the section above on changing templates for copies of user mailbox files.

3. Restart Domino Journaling tasks, to process mailbox files. Return to Enterprise Vault VAC, and restart the Domino Journaling Task that is processing the target Domino Server. Await completion of the task's processing status in the current Enterprise Vault Domino Journaling Task Report, then perform a search of the new historic archive to ensure that email results have been archived into the new historical journal archive from the Lotus Notes archive files as expected.

Figure 18. Enterprise Vault Domino Journal Archive Report, showing completed processing of target user archive file.


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Figure 19. Search results from the new historical mailbox journal archive - showing the (underlined in red) location showing correct processing of copied archive files.

Figure 14. Search result detail - showing correct recipient, subject, date/time information etc.


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PERFORMANCE IMPACT It’s expected that many customers may have large amounts of historical email in user mailbox files and user archive files, which need to be ingested into a journal archive as per the processes outlined above. As such, and given that it’s also likely that Domino Mail Journaling is already configured and running for the customer, then the performance impact of any such large-scale migration of historical data should be taken into account before undertaking any such migration. As an example, if you are already journaling and subsequently real-time archiving all email messages into Enterprise VaultTM, then you should consider a further dedicated Enterprise Vault Server and possibly a dedicated Lotus® Domino® Server for the migration described above. In this way, although further systems must be temporarily allocated to such historical migration tasks, performance impacts on production journaling systems are limited. Nonetheless, all Enterprise Vault Servers are part of the same Enterprise Vault Site, and so administrative searches and Discovery processes will encompass all historical and current journaling information that is stored in an Enterprise Vault archive. A Vault Store mounted by a second or subsequent Enterprise Vault Server that is dedicated to historical migration tasks, can itself later be migrated into an existing and permanent Enterprise Vault Server once historical migrations are complete. In this way, servers implemented specifically for historical migrations can later be re-deployed once migrations are complete. For further details on how to achieve this and any other aspect of the above processes, please contact Symantec Professional Services, through your Symantec account management team.


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JOURNAL ARCHIVING OF LOTUS NOTES EMAIL FILES …eval.symantec.com/mktginfo/products/White_Papers/... · version includes table of contents styles 1 w h i t e p a p e r ˘ ˇ ˆ ˙