What Is ReduceMail Pro DA Delete?

ReduceMail Pro DA ("Domino Archive") Delete is a Domino archive reduction system for the IBM Notes administrator. It helps manage excessive Domino archives enterprise-wide through a controlled IBM Notes searching and deletion process. ReduceMail Pro DA Delete removes selected archived mail and calendar documents from server archive files to help clean out the backlog of old archived content. ReduceMail Pro DA Delete continues to run on the server based on parameters that you supply, preventing old archived mail from building up in the future and helping to enforce your organization's email retention policy. ReduceMail Pro DA Delete reduces the amount of old email on the server and prevents old archived email from building up on the system in the future. This significantly reduces back-up time, allows IBM Notesarchives to open more quickly and makes your mail systems more robust.

ReduceMail Pro DA Delete features:

• control over deletion in Domino archives by IBM Notes organization, IBM Notes organizational unit, IBM Notes group, folder name, document age and more
• exclusion options by IBM Notes organization, IBM Notes organizational unit, IBM Notes group and folder name
• enforcement of email retention policies
• continuous monitoring of the archived mail system
• scheduled messaging
• works with IBM Notes versions R6-R10

Product Features of ReduceMail Pro DA Delete

ReduceMail Pro DA ("Domino Archive") Delete provides a complete array of IBM Notes mail reduction options, including:

Control Over the Deletion Process
ReduceMail Pro DA Delete allows you to choose the IBM Notes deletion parameters by permitting deletion according to IBM Notes organization, organizational unit and group (can be as large as you want - no IBM Notes limit on here!), mail directory, and document age. It also allows you to exclude any IBM Notes group from the deletion process for maximum flexibility. Finally, it allows you to decide during what time interval, which day(s) in the week, which week(s) in the month and which month(s) in the year the document removals and messaging will take place.

Enforcement of Email Retention Policies
ReduceMail Pro DA Delete will keep control over the removal process in your hands. This feature ends your reliance on user compliance to enforce your organization’s email retention policy.

Continuous Monitoring and Reporting of the Domino Archive System
By allowing ReduceMail Pro DA Delete to run continously on the server, ReduceMail Pro DA Delete helps prevent future mail build-up by monitoring your archive system and informing you about the size of your IBM Notes archives, the number of documents over a certain age, and the average time it takes to open users’ mail documents. Then you can take corrective action.

Frequently Asked Questions About ReduceMail Pro DA Delete

Is ReduceMail Pro DA Delete easy to use? Yes. Our developers have made every effort to make ReduceMail Pro DA Delete simple and user-friendly in every way, from the basic user interface to the selection of features. We know your time is valuable and we treat it as such.

Is ReduceMail Pro DA Delete easy to install? Yes. Common errors have been minimized using software-user interaction.

How many ways does ReduceMail Pro DA Delete allow you specify removals? You can hard delete documents based on age.

Which date does ReduceMail Pro DA Delete use to determine which mail will be removed? The date the users see in the mail database views. There is no confusion.

Does ReduceMail Pro DA Delete identify dormant accounts? Yes.

Does ReduceMail Pro DA Delete stop running if it finds corruption? It has a new level of corruption protection that seems to take care of many instances of corruption.

Does ReduceMail Pro DA Delete use the real-time Name & Address Book? Yes. As soon as you change the person or group documents in the Name & Address Book they are available for use by ReduceMail Pro.

Does ReduceMail Pro DA Delete run on AS/400, AIX, UNIX or Linux platforms? Yes - it is compatible with ALL platforms.

Is ReduceMail Pro DA Delete compatible with IBM Notes R9? Yes. The current version runs on IBM Notes R6-R9 and automatically adjusts its processing to the Notes version.

Is ReduceMail Pro DA Delete compatible with clustering? Yes. =

Can I have ReduceMail Pro DA Delete run only on particular days of the week? Yes. ReduceMail Pro Delete can be set to run only on weekends or other particular weekdays. It can also be set to run on particular weeks and months during the year for maximum flexibility.

What if ReduceMail Pro DA Delete times out? It will continue next time where it left off until it is finished.

Can I make sure that ReduceMail Pro DA Delete does not affect the documents of selected users such as executives? Yes. Just specify an IBM Notes group with those users and tell ReduceMail Pro Delete you want them excluded from the removals.

What is the cost of ReduceMail Pro DA Delete? The cost of ReduceMail Pro Delete is based on the number of users in your Notes Name & Address Book. Please call us at 1-201-773-8915 for a quote or write us at info@avabiz.com

Where do I find the instructions for installing ReduceMail Pro DA Delete? The instructions for installing ReduceMail Pro Delete are in the Help - Using This Database document that comes with the system.

Show Me ReduceMail Pro DA Delete

Below is the ReduceMail Pro DA Delete interface showing the view of the Control documents: ReduceMail Pro DA Delete allows you to perform date-based removals. The date-based removals are those which continuously remove mail older than a specified number of days from the Domino archives. The Control document informs ReduceMail Pro DA Delete what to do. You can have one or more Control documents and they can be different for different servers or the same for all servers. Here is a sample Control document: The Control document includes information such as

• the server name
• the IBM Notes organization(s), organizational unit(s), IBM Notes group(s) and individuals you want to specifically include or exclude
• the age to include in IBM Notes deletions
• whether you want to protect IBM Notes archives of staff not in the office
• when the deletion agent should run Once ReduceMail Pro DA Delete has finished a full cycle, it generates Processing Reports. These reports include the information specified in the control documents as well as information about how many documents were supposed to be removed, how many actually were, whether ReduceMail Pro DA Delete encountered difficulty in deleting documents in various mail databases and, if so, in which ones and why. Here is a sample Processing Report:
  Notice that it includes useful information such as total disk space taken up by the IBM Notes archives specified. In addition to Processing Reports, ReduceMail Pro DA Delete also generates Individual Processing Reports. They include the granularized information which is useful to identify individual abberrations.

Technical Info For ReduceMail Pro DA Delete

ReduceMail Pro Delete is designed for a multi-server Lotus Domino environment. It uses LotusScript based agents and runs on all Lotus Domino platforms. It works with IBM Notes versions R6-R9 and will be compatible with future Lotus Domino software one month after gold releases.

Upgrades typically do not involve any changes at all.

ReduceMail Pro DA Delete is platform independent and has been tested on Windows, Linux, Unix and AS/400 servers.

Return on Investment Analysis for ReduceMail Pro DA Delete

Below are some examples of how ReduceMail Pro DA Delete might save your organization time and money. Some of these examples might affect the organization itself and some might affect the IBM Notes administration. Here are possible scenarios for 10,000 users.

• Avoiding users spending time on their own IBM Notes deletions every month.
  If you request users to perform their own IBM Notes deletions every month, they probably spend about 20 minutes to find the documents to delete. With centralized RMP deletions you would save 240 minutes per year per user. At an hourly cost of $25 per staff member this comes out to $96 per year per user. For 10,000 users this is $960,000 per year.
• Less unwanted mail to be discovered in law suits.
  This benefit is difficult to quantify. However, under the right circumstances, this could save your organization millions of dollars.
• Reduce software license cost by identifying dormant mailfiles. If your mail system includes 5% dormant accounts and the cost of a Notes maintenance license is $35 per year, this feature will save you $15,000 per year.