TECHS User Support Services


Archive Management

GroupWise allows for items to be automatically or manually saved to a static location for later retrieval. On the HSC campus all GroupWise items are stored on the server initially but are deleted when the reach the age of somewhere around 180 days. That deadline can shift depending on network storage needs. The archive gives you a place to permanently store items on your hard drive so that they are not deleted from the server. The archive does not automatically get deleted but due to the fact that it is still vulnerable to being accidentally deleted or having items that are stored for long periods of time corrupted we recommend using the archive only to store email. If you receive an attachment or vital information in an email it is better to store that data in another location such as My Documents or a folder created for that purpose that can be backed up and read outside of GroupWise.

Email will be restored only for technical and legal issues. Email restores do not restore individual messages they restore entire post offices, therefore due to the complexity and large storage requirements we will not be able to accommodate requests to restore email. It is highly recommended that you use the GroupWise archive.

If the computer has been imaged by the Help Desk then the default location for the archive is on the D drive which is a drive local to that computer. The default settings for clean up in GroupWise are to have mail and phone items archive after 60 days; appointments, tasks and reminder notes archive after 180 days; and for the trash to automatically empty after 7 days. We do not recommend that you change these numbers but if you need to the settings are found in GroupWise under Tools, Options, and Environment on the Cleanup tab. Extending these time frames beyond the automatic settings on the server may result in lost data.

Once you have items stored in your archive they can only be viewed from within GroupWise and only on the computer where they are stored. To access your archive, in the Main Window click File, Open Archive. Alternatively you can click the folder list header drop-down list (above the Folder List; probably displays Online or Caching to indicate what mode of GroupWise you are running in) and then click Archive.

If you have a new computer that has not been imaged by the Help Desk or if the computer was switched from one user to another without being imaged in between then a new archive may need to be set up for the new user. In GroupWise, go to Tools, Options, and Environment. On the File Location tab the first line is for the location of the archive. If you click on the folder icon at the end of that line you can navigate to where you want your archive to be stored. We recommend storing your archive on your D drive. Under no circumstances should your archive be stored permanently on a network drive. Archive files stored on the network can be deleted by the server’s automatic systems. Although files stored on the network are backed up, GroupWise archive files are usually corrupted when they are restored resulting in irreversible data loss.

A separate archive can end up being created on any computer where you are using the full GroupWise client. If you use more than one computer it is better to use the full client on your main computer and the web client on computers you use less often. The web client of GroupWise cannot create or read an archive. A new archive can also be created any time your change the location of your archive in your GroupWise Environment. Once you have multiple archives you may not be able to consolidate them all into one archive without having some of the items corrupted and made unreadable. For this reason it is better not to move your archive any more often than absolutely necessary.