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Database to record mail db usage 
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: -5
: 5
: 10
: Domino Administrator / Admin Tools
: mail, usage
: M A432 17 Dec 2007
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: / Email
Basically, what I need shoul be something where I can track the number (and server, users, etc) of mail db NOT used or accessed from the owner (and not the server in the 'user activity') in the last 30-60-90-etc... days, to help the administrator in the deletion of the orphan. Very often in the large enterprises is difficult to track who is gone from long time and for this reason you have space/security problems on the servers.... The userlicenses.nsf db is doing something like that, but is not what I need..... Thanks.



1) Peter von Stöckel2682 (17 Dec 2007)
This could give the wrong signal to an Admin, since you can be gone for quite some time due to illness, maternity leave, temporary assignments and so on. Imagine the problems you would create if you just deleted that poor user's mail file, with all the important saved mail in it.

What if the mail file owner has delegated access? Someone would read and act on any incoming mail, but the owner might not touch the mail file.

It would be better to check for mail files w/o an owner/persondoc, and delete those instead. You could also use the information in userlicenses to see which users _might_ be safe to delete.
2) Richard Doone623 (17 Dec 2007)
Often if the leaers process in a company is not very good (and many companies with contractors suffer from this), db usage is the only way to discover unused dbs. There are lots of 3rd party tools for this but something native would be welcome. Managing maternity leave, etc. can be handled by associated processes.

Also, if the user has delegated access this could be captured in the tool.
3) Chuck Hauble795 (17 Dec 2007)
I also need some way to query if a user has been accessing their mailbox. we need to be able to identify users who still are employed by the company but are not using email. This is important when using email as a notification method by HR and in Emergency / Disaster situations
4) Tom McArthur1022 (17 Dec 2007)
If you are willing (and/or allowed) to modify your mail templates, you can create this function yourself. Just add a function to the mail db PostOpen or Initialize event that mails a doc to a mail-in db that will become your tracking db. When your tracking db receives a doc from Joe Smith, then you know that Joe accessed his mailbox.

There are dozens of ways to enhance this:

1) Create an agent that reads the mailed-in docs, and updates a master doc for each user or mailbox. That way, you have 1 consolidated doc for Joe Smith (instead of 1 doc for each time that he opened his mailbox.)
2) Make your script that runs in the mailbox read anything about the desktop that you want to track, and mail the info to your tracking db. My application reads the Notes version, Windows version, disk space available, etc.

If you have both Notes and Webmail/iNotes users, you may need to handle that in your code.

When our tracking db shows us that Joe hasn't accessed his mailbox in a month or two, we contact the site where he's located and ask if the account is still needed.
5) Kushal Boorgu679 (18 Dec 2007)
I think the best way is to compare the mail file name against the address book. Usually the person doc is removed thru some process, whenever somebody leaves the organization.
6) Bill Schroeder736 (18 Dec 2007)
Usage should also account for thoose accessing via DWA.
7) Dennis Winkle912 (20 Dec 2007)
I have actually modified the ACTIVITY.NSF database to include a Mail Inactivity view. The view shows only the databases in the mail folders on the servers and is sorted by the longest period of time to the shortest. The ACTIVITY.NSF database picks up delegated access as well as DWA, but not server or agent accesses.










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