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Archiving - System Mail Archive (Firebird)

Configuration Tip: Read about creating basic Archives here.

Archiving is configured from these entries in the Console at:

  • Options | System Mail Archive, where the default system archive settings are entered.
  • Options | Server | Database | Schedule Automatic Message Index Maintenance
         Select and set schedule when the Index Service should run (normally overnight).

Care should be taken with the configuration of the default System Archive settings.

Mailtraq provides the ability to export messages from the archives after a set period. Administrators may wish to to take a  burn the extarchive to CD/DVD, for permanent record.

Messages can be re-introduced to Mailtraq at a future date by using the Import Message Wizard .

The System Archive

Options | System Mail Archive, is where the default system archive settings are entered.

The System Archive is a message store into which messages from mailslots can be archived after they reach a specified age. 

How the system archive is used will depend on whether you are using the AFV Database Engine or the Firebird SQL/RDBMS Database Engine. 

If you are using Firebird then the archive is a visible object in the object tree and you can search for messages from the Tools | Search for message... command. 

If you are not using Firebird then the archive is an .AFV file in the database directory and you can access messages in it with a large-file text editor or using the Tools | Message Import Wizard. 


Message Recovery

Messages can be found in the Archive by using
Tools | Search for Message, where the mail archive can be searched. 


 Results are displayed in the Search Results, in the left-pane of the Console.



Messages can be moved using the right-click menu options.


Messages are not available for recovery from the Archive until they have been Indexed.
See Configuration Tips below.

System Mail Archive


The System Mail Archive entry in the left-tree of the Console holds the archived messages after they have been Indexed - messages are Indexed after about one hour. The Archive presents with a conventional Mailtraq mailslot view and controls, plus the ability to be able to right-click a message and select 'Recover from Archive'.

'Recover from Archive' places a copy of the message back into the mailbox from which it was archived with the original date stamp.

Selecting the System Mail Archive loads the first ~4000 available messages (See Configuration Tips below) into the Console. 

Webmail Settings

If you wish to allow Users to search the mail Archive from their Mailtraq webmail client, you must log in as a User with Web Administrator privileges and enable it at 'Search message contents' in the 'Admin' section of the webmail system.

[x] Allow users to access their mailslot archives


Mailbox Archive Settings


In addition to the system settings for the Archiving you can configure the archive policy on a mailbox by mailbox basis.

You can adjust these at the Mailbox Properties | Archive tab.

Individual mailboxes do not archive their messages by default.

If you are using a System Archive it is not normally necessary to establish individual archive settings.

If you are capturing all incoming messages (Read about creating basic Archives here.)  then you can if necessary  set the mailbox to Delete Messages instead of Archiving them. This reduces the number of messages held in an individual's mailbox and so reduces the server load for IMAP and Webmail.
Users can be allowed to recover their own Archived messages via both EWA-webmail and Standard-webmail.

Configuration Tip:

Organizational Mail Retention Policy

Many governments are beginning to define mail retention requirements for corporations, making it mandatory for you to have a history of all e-mail for a required period.  Similarly, it is often not in the corporation's best interests to maintain mail indefinitely.  For both of these reasons setting a specific mail retention policy is a safe way to control what happens to your mail in the long term.

Note that only mailslots which enable an archiving policy will actually archive messages to the system archive.  A simple means for getting all messages regardless of destination is to create an inbound copy mailslot and use the Forward a copy of all incoming mail to feature in Options | Incoming Mail... | Options. 

Since all mail (both received from outside the organization and sent from within the organization) is at some point incoming to Mailtraq, this option will effectively copy all mail that is processed.  Then simply configure the archive settings for that mailslot to move messages to the system archive after a short period.     Read about creating basic Archives here.

Recovering Messages

1. Messages are not available for recovery from the Archive until they have been Indexed.
Indexing can be set by the Administrator at Options | Server | Database | Schedule Automatic Message Index Maintenance.
Messages that are within the index period (and so not yet available to the Archive tool) will be available from the individual mailbox - depending on the Archive settings in the mailbox itself.

2. The Archive display has an maximum limit of ~4000 items shown. This limit is to conserve system resources. Use Tools | Search for Message to find messages. If your search produces too many results you will see a notice at the bottom of the Search Dialog box. 

Finished. Too many results to display all of them.

In this situation you simply need to restrict the range of the search to reduce the number of results.


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