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Notes database archiving

Introduction

In most of the Notes application decommission projects we carry out for our clients a substantial part of the Notes databases are no longer actively in use. However, our clients often don’t want to delete all these database yet since they contain data at should remain accessible (e.g. for financial or legal purpose) for a certain period. For these Notes databases we offer an archival approach of the Notes database to SharePoint, with archive tooling from IONET.

IONET has the following advantages:

  • IONET handles Notes response documents automatically which is a big time saver. Quest NMSP has troubles migrating these response documents because SharePoint does not support this feature.
  • The price per database is lower compared with Quest NMSP.
  • The time spent per database is lower compared with Quest NMSP.

The most important features of IONET are:

  • Any Notes database design can be archived with IONET.
  • Notes documents are converted to ASPX pages in SharePoint libraries with the same look and feel compared with Notes.
  • Attachments are linked on these ASPX pages and the attachments can be opened in the O365 office online viewers automatic, so no file downloads which is annoying for the users (file download is possible).
  • Response documents are migrated automatically and displayed as a hierarchy on the parent document in SharePoint similar to the hierarchy in the Notes view.
  • Notes views can be recreated in the SharePoint library.
  • An archive profile can be applied to multiple similar Notes databases (saving a lot of effort).

A few examples

Notes document library with a response structure

Below a typical Notes document library which are very common (Notes TeamRooms).

The SharePoint view is displayed below with similar categories compared with Notes. Please note the response documents are not visible in the SharePoint view because responses are not supported by SharePoint.

The Notes document (parent document) is displayed below.

In SharePoint the result is displayed below.

At the top of the page the response structure is displayed where the users can browse through the responses.

The attachments links are displayed on the top of the page (the attachment images do not have links to the files). All rich text like images are archived to SharePoint as well.

The response structure can be expanded similar to the Notes view.

When a response document is opened in SharePoint the parent one level up and response document links are displayed on the top of the page allowing the users to quickly navigate through the responses.

When the user searches in SharePoint he or she might find an attachment. The search results show a link to the converted Notes document in SharePoint where the file is stored, so the user can place the file found in a context. For example:

A time registration system in Notes

The Notes application and main view is displayed below.

The Notes form:

The SharePoint view is recreated, only without the categories.

The SharePoint form: