30.4 Reducing the Size of Libraries and Document Storage Areas

The amount of disk space you allow at each post office for your library databases varies according to the GroupWise features they use.

If you are using GroupWise Document Management Services, you must determine storage requirements for your documents. If you feel your current disk space usage by documents is not representative of your long-term requirements, you can estimate the disk space users need for documents by multiplying an average document size by the average number of documents per user by the total number of users in the post office.

For example, the typical document size is 50 KB. Each user owns about 50 documents and there are 100 users on your post office.

Sample Calculation:
   50 KB (document size)
x  50 documents (per user)
x 100 users
-----
  2.5 GB of disk space

Be sure to allow your libraries room to grow.

When room to grow is no longer available, the following tasks help you make the best use of available disk space:

See also Section 23.4.2, Backing Up and Restoring Archived Documents.

30.4.1 Archiving and Deleting Documents

Documents can be archived, retained indefinitely, or simply deleted. The document type property determines a document’s disposition (archive, delete, or retain). The document life property determines when it can be archived or deleted. When you run the Archive/Delete Documents option of Mailbox/Library Maintenance, documents in the selected libraries that have reached their document life dates are either deleted or archived.

Documents that have reached their document life and been marked for deletion in the document type are simply deleted from the library, after which the document and its property information can no longer be found by any search. You can recover deleted documents from database backups.

When documents are archived, their BLOBs are moved to archive directories. These directories are named arnnnnnn (where nnnnnn is an incremented integer with leading zeros), and are automatically created as needed. They are sometimes referred to as archive sets. The archive directories are located at post_office_directory\gwdms\lib01-FF\archive. When a document is archived, GroupWise determines if the document BLOB fits in the current archive directory. If the BLOB does not fit, another archive directory is created and the BLOB is archived there.

To archive/delete documents from one library or all libraries in the selected post offices:

  1. In ConsoleOne, select one or more Library objects or Post Office objects for the documents you want to archive/delete.

  2. Click Tools > GroupWise Utilities > Mailbox/Library Maintenance.

    Mailbox/Library Maintenance dialog box

  3. From the Action drop-down menu, select Archive/Delete Documents.

  4. Using the tabs at the bottom of the Mailbox/Library Maintenance dialog box, set the following options:

    Selected options can be saved for repeated use. See Saving Mailbox/Library Maintenance Options.

  5. Click Run to perform the Archive/Delete Documents operation.

30.4.2 Deleting Activity Logs

To free up disk space by deleting the activity logs for one or more libraries:

  1. In ConsoleOne, select one or more Library objects or Post Office object where you want to delete activity logs.

  2. Click Tools > GroupWise Utilities > Mailbox/Library Maintenance.

    Mailbox/Library Maintenance dialog box

  3. From the Action drop-down menu, select Delete Activity Logs.

  4. Specify the number of days in the Delete Activity Logs Older Than field. The default is 60 days.

  5. Using the tabs at the bottom of the Mailbox/Library Maintenance dialog box, set the following options:

    Selected options can be saved for repeated use. See Saving Mailbox/Library Maintenance Options.

  6. Click Run to delete unneeded activity logs.