Differences

This shows you the differences between two versions of the page.

--- email:archive:planning [2025/09/02 18:04] – rodolico
+++ email:archive:planning [2025/09/02 18:38] (current) – rodolico
@@ Line 2: / Line 2: @@
 Planning the procedure to archive your e-mail is important. In some cases, it will be very difficult to change the organization after the fact.
+===== Information we will need =====
+In order to begin this process, we will need the following information. In the case of usernames and passwords, please do not send that via e-mail. Call our technicians and give the information to them verbally.
+  * Information on your active e-mail account.
+    * username
+    * password
+    * server which processes your e-mail
+  * Information on your archive e-mail account (existing, or one we create for you)
+    * username
+    * password
+    * server which processes your e-mail
+  * Definition of "Old", ie how old is an e-mail to be archived. See "Define "Old" below
+  * Structure for your archives. This can be any combination of year, month and original location of mail. See "Determine Structure" below.
+  * Any folders not to be processed. See "What to Archive" below.
+  * Whether to clean up empty folders after processing. See "Empty Folders" below for a description and warning if you decide to request this. It is not done by default.
+<WRAP center round tip 60%>
+Note that we manually set the username and password for your active and archive accounts. If you change your e-mail password for either, the archive process will fail to run until this information is updated in the archive configuration.
+</WRAP>
 ===== Define "Old" =====
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 While we have had few requests for this, it may be useful in some circumstances. Again, the folder is only created when there is something to put in there. If there were no messages from friends in 2024/01, that folder would not be created.
+===== What to Process =====
+We need to know what to process. By default, the Trash, Draft and Junk folders on your active account are ignored. If there are other folders that should not be processed, let us know.
+===== Empty Folders =====
+We normally do not perform any actions on your active e-mail account other than removing messages after they have been successfully moved to your archive e-mail account. We do have the ability to also see which folders on your active account are emptied by the archival process, and clean up by removing them.
+<WRAP center round important 60%>
+This is dangerous. If you have active rules in your e-mail client, we can remove an "unused" folder that a rule points to, and new messages will not be moved into that folder
+</WRAP>
+If you decide to do this, determine if any folders should never be removed. By default, INBOX, Trash, Junk, Drafts and Sent are never removed, but you can define additional folders which you must manually remove if needed.