The solution: Archive Mail by Cooperteam
Archive Mail addresses these problems at the root with an automatic, centralised archiving engine that is completely transparent to the end user.
Key Features
⏰ Automatic archiving by age or volume Older messages are archived first, retaining only the most recent X months of history in the active mailbox. Volume-based archiving (quota) is also supported.
📁 One database per user per year Archives are organised chronologically (calendar or academic year) on a dedicated, secure Domino server with automatic backup.
🔍 Multi-database search engine Users can search across all archive databases using multiple criteria: date, folder, type, subject — including in offline mode.
🔄 Automatic local replication Archive databases are automatically replicated to users' desktops, guaranteeing access even without a server connection.
💻 Multi-client access Archives are accessible from the Notes Client, HCL Verse, iNotes and via HTTP browser — with no changes to existing mail templates.
📊 Statistics and reporting The statistics module gives IT full visibility: volumes archived per year, database size, growth trends.
⚙ Centralised administration console A single configuration database to manage all users, archiving profiles and maintenance operations (move, delete, rollback).
📧 User communication module Ability to send informational emails to users and collect their archiving consent (useful in environments with advanced privacy requirements, e.g. Germany).
Benefits by role
For End Users
- No manual action required: archiving is completely transparent
- No more quota pop-ups blocking email sends
- Instant access to all historical archives, even offline
- Option to manually archive selected documents
For the IT Department
- Immediate reduction in mail server volumes
- Archived data on dedicated servers at lower operating costs
- DAOS compatibility for attachment deduplication
- Support from Domino v6.x to v12 — no additional hardware requirements
For Domino Administrators
- Configuration via user profiles assignable by group or individual user
- No changes to existing mail templates
- Recovery and integration of pre-existing archives (local or server-based)
- Full compatibility with any version of the Domino server
For the Support Team
- Dramatic reduction in calls related to quota issues
- Direct access to user archives from the server, without desktop intervention
- Centralised oversight of all archives (server + local replicas)
ROI: measurable financial benefits
Benefit | Detail |
Primary storage reduction | Historical volumes moved to lower-cost archiving servers |
Fewer support tickets | Elimination of quota issues, blocked databases and lost archives |
Long-term data management | Online archives for the last X years, tape backup for older history |
Compliance & governance | Centralised visibility and control over all corporate messaging data |
Real-world use cases
Archive Mail has been successfully implemented in a wide range of scenarios:
- Mail server decongestion without pre-existing archives
- Migration from native Domino archiving to centralised management
- Replacement of SQL archiving solutions with performance issues
- Centralisation of local archives scattered across user PCs
- Environments with explicit user consent requirements (GDPR / local regulations)
- Archiving of functional databases and Mail-In type mailboxes
The product is available for a free 30-day trial.