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--- public:emai:archiving [2017-01-11 11:09] – created vesely
+++ public:emai:archiving [2017-08-14 11:11] (current) – [How to maintain your mailbox] marp
@@ Line 1: / Line 1: @@
-====== Webmail ======
+====== Email Archiving Principles ======
-users generally can…
+===== Glossary =====
-  * Manage Out-of-Office message via webmail (and turn this feature on and off)
+  * **mailbox**  … user's mail storage area on a mail server, keeps messages in folders, limited size.
+  * **mail client**  … (Thunderbird, Outlook, etc.) accesses mailbox via IMAP protocol (makes local copy of the mailbox on user’s computer).
+  * **webmail client**  … accesses a mailbox via web browser
+  * **email archiving**  … systematic approach to saving and protecting the data contained in e-mail messages so it can be accessed quickly at a later date
+  * **[[:public:emai:local_folders#local_folders_in_mozilla_thunderbird|local folders]]**... set of mail folders located on the computer where mail client is installed and running
+===== Good to know =====
+  * Users must be aware of the **limited size of their institutional mailbox**.
+  * **Regular maintaining **of the mailbox **is recommended**  (see below for details and hints).
+  * Users should **make regular backup **of their local archive folder
+===== How to maintain your mailbox =====
+There are several ways to achieve this:
+  - unnecessary messages wiping (after deleting empty the recycle bin folder)
+  - bigger attachments [[http://kb.mozillazine.org/Attachments_(Thunderbird)|detaching]] (sort emails by size and deliberately remove the biggest attachments)
+  - move messages to your computer mail folder (archiving to local archive) and make backup of your archive regularly then
+==== Maintenance hints and tips ====
+  * [[:public:emai:webmail#mailbox_size_check|check folders size (use webmail for this)]]
+  * remember to empty the recycle bin email folder
+===== Email messages archiving =====
+  * You can **archive **messages by moving them to **[[:public:emai:local_folders#local_folders_in_mozilla_thunderbird|Local folders]]** in your mail client (Thunderbird)
+  * **Make**  immediately a **fresh copy of the local archive**  to a different storage media (external disc, etc.)
+  * Be aware that your **local archive**  is on your computer so its content **is not accessible via webmail**
+==== Archiving hints and tips ====
+  * classify messages by durability (assign a folder for temporary messages, mark, tag, etc.)
+  * make "preliminary archive" folder inside of server's mailbox, continuously process messages movement
+  * move spasmodically (regularly or on demand) messages from the pre-archive to the local archive folders
+  * this significantly reduces the need to copy the local archive to the external media
+  * the local folders copy on the external disc could be connected and used off-line, kept and distributed
+----
+==== Archiving and Shredding rules (examples) ====
+=== Conditions ===
+  * all messages concerning any topic older than ...
+  * all messages with tag "temporary" and older than a month
+  * all messages with attachments from sender XY
+  * all messages in folder AB since ... till ...
+  * all messages from the last year unprocessed by the rules mentioned above
+=== Actions ===
+  * move to a different folder inside the mailbox (still on the mail server)
+  * move from the server to the local folder (on local disc)
+  * clean