[kdepim-users] Archive of emails

[Ingo Klöcker]

On Monday 23 August 2010, Georgi Kourtev wrote:
> On Friday 20 August 2010 10:43:15 Llewellyn Lee wrote:
> > Hi All,
> > 
> > Ingo Klocker wrote
> > 
> > What many people want is to archive old messages depending on the
> > year, i.e. they want to have an archive for 2009, another one for
> > 2008, etc. This is not possible. OTOH, I don't really see the need
> > for this.
> > 
> > Unqoute
> > 
> > In fact this archiving facility is urgently required.
> > Email has overtaken the old paper mail systems  but there is a need
> > for mail systems to still provide some of the features needed to
> > manage incoming and outgoing mail. in the same way as before,
> > 
> > Any small enterprise or business (like mine) must keep copies of
> > letters recieved and letters sent. Such letters will in my case
> > often have attachments of drawings, PDF files, pictures etc so the
> > Megabytes used for mail can mount up very fast.
> > 
> > There are several ways that such mail is kept in order.
> > 1) In  files  dedicated to a specific customers or suppliers
> > 2) In a master file containing specific customer files inward and
> > outward with all the Individual files for a specific period
> > archived in this master file. What rules the choice of period
> > covered by the master file is in fact the volume of mail.
> > Some users might need archive by month in my case a longer period
> > will work OK
> > 
> > Due to the lovely way in which Kmails Inbox and outbox show the
> > content on screen with the list being sorted by date  or sender or
> > subject line simply by clicking the mouse,  requirement (1) above
> > falls away.
> > 
> > It is of course possible to create more folders in Kmail and break
> > up the mass of mail into manageable volumes BUT I do not want 
> > mail from 2008 and 2009 clutering up my HARD drive. I do not want
> > to keep backing up  all that stuff iether so I want to put it onto
> > a Cd or other removeable media
> > 
> > I could do selective backups and delete the files from my sytem but
> > then when I want to find a particular old letter which backup will
> > it be on ?
> > 
> > Hence if I could archive to a cd ( with a mouse click) which I
> > clearly label I can take the old stuff off my Hard drive. I must
> > however be able to put that cd in the drive and veiw the mails on
> > it just as I would my normal unarchived mail.
> > 
> > I know many of you will wonder why I want to save harddrive space
> > after all the drives are getting cheaper and bigger and bigger.
> > Fact is I do not trust these very compact drives which have huge
> > capacity so I backup to Cd / dvd often and end up with  backups
> > that contain all that old mail over and over and over.
> > 
> > Also important to me is that any software that can be patched to
> > Kmail to provide this archive  facility must work with the older
> > versions of Kmail not just the latest version.
> > 
> > I have in fact stopped updating KDE because I have a system that
> > has matured does what I need very nicely using KDE3.5 and its
> > associated versions of KONTACT. My system is so nice that I have
> > the situation where I can forget about the computer and just get
> > on with the Job except for doing BACKUP of course. Many of my
> > associates after having upgraded from windows XP to later versions
> > of windows have now changed to Linux because they  see what my
> > system  can do and what I  take foregranted as normal without any
> > spectacular crashes and or scrambelled up data. My systems screens
> > look much like old XP but my Linux does everything the latest
> > windows does more elegantly .
> > 
> > I use TODO lists and the Calender extensively to manage my time .
> > It would be a further refinement if the Archive facility could
> > also facilitate archiving adress book and TODO and other files
> > also.
> > 
> > Regards To all and thanks to INGO for his comment.
> > 
> > Llewellyn Lee
> 
> I agree with Llewellyn on the issues with the archiving.  In my small
> office I have 5 PCs on 10.04, KDE 4.5. All of them keep emails in
> KMAIL since 2008! We often need some references to old emails.
> Although there is no issue with the disk space, I have noticed that
> Kontakt is starting slower, like trying to indexing all email in the
> PC from the last 2 years...
> 
> So my question is how can I archive on year by year basis and to
> delete the mails from the PCs while having a meaningful copy on CD
> or external hard drive that can be easily used when needed?

Hmm. Wouldn't it be easier to store the mail on a local IMAP server? 
Then you could access the mail from any of the 5 PCs. If you often need 
references to old emails then archiving those old emails on external 
media doesn't sound like a good idea because it will take several 
magnitudes longer to access those archived messages than it would take 
to access them if they are still stored on the PC (or the IMAP server).

FWIW, I keep all mail since I started to use mail in KMail. In my sent-
mail folder there's a message from 1998 (!). I am not noticing any 
slowdowns due to this.


Regards,
Ingo

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