As more and more documents are added to your GroupWise libraries, you will need to manage the disk space occupied by libraries and respond to various changes in your GroupWise system.
See also Managing Document Storage Areas.
The Document Type property determines what happens to documents whose document life in your GroupWise system has expired. For a review of the document types and document life, see Document Types.
You can use the Mailbox/Library Maintenance feature in ConsoleOne to archive and delete documents on demand, as described in Reducing the Size of Libraries and Document Storage Areas.
You can also configure the POA to archive and delete documents on a regular schedule, as described in Scheduling Disk Space Management.
When documents are archived, they are physically moved to a directory in the post office, where disk space can be limited. You should move archived documents to your backup medium regularly.
When documents are archived, they are placed in automatically created archive directories. Each library has a set of archive directories. For example, gwdms (GroupWise Document Management Services) is one of the post office's directories. The library directories exist under it, named lib0001-ff. Under each library directory is an archive directory, under which are the sequentially-numbered archival directories, named arnnnnnn (where nnnnnn is an integer with leading zeros). Each arnnnnnn directory is an archive set. To view the gwdms directory, see "Post Office Directory" in GroupWise 6.5 Troubleshooting 3: Message Flow and Directory Structure.
To move archived documents to backup:
Make sure you have a backup medium (such as tape or CD) operating with your system.
Make sure you have already archived documents that have reached their expiration dates. Documents that have not been archived cannot be removed to a backup medium.
Start the software for your backup medium.
When the backup software asks for the location of your archive files, give the full path.
If users need the backed-up documents in the future, see Restoring Archived Documents.
When a user tries to access a document that has been archived, one of two things will happen:
To restore archived documents from a backup medium:
Obtain the Document Number for the document the user was trying to access.
In the GroupWise Windows client, click Tools > Find.
Enter the Document Number, then click OK.
Right-click the document in the Find Results listing, then click Properties > Version.
Note the archive directory in the path listed in the Current Location field.
The subdirectory listed after the ..\archive directory is the archive set containing the document, for example, \ar000001.
If you have the ability to recover individual files from your backup medium, also note the BLOB filename listed in the Current Filename field.
Determine where you backed up the archive set, then copy either the archive set or the individual BLOB file to the archive directory specified in the Current Location field that you noted earlier.
You can now notify the user that the requested document is available.
When you are sure the user has opened the document (causing it to be unarchived), you should delete any files remaining in that archive directory because you have already backed them up.
If you remove public rights for a library, some documents might become inaccessible. For example, if a user who has been denied access to the library is the only user that had access to certain documents, those documents become orphaned. No other user can access or search for those orphaned documents. This is because document security is controlled by the user listed in the Author and Creator fields in the document's properties. In other words, if the author or creator no longer has access to a document, neither will anyone else.
However, orphaned documents can be reassigned to another author so that someone can access them again. This can be done in one of two ways: