Quotas for Network Space
General Quota Information | Network Quota Information | Lotus Notes Email Quota Information
General Information
Welcome to the quota page. This page will provide detailed information about the quota policy of 300 MBs for your Lotus Notes mail an 250 MBs for personal M: drive space.
All HKS Faculty and Staff personal accounts have a quota on the M: drive and a quota for email. If you have used the allocated space and feel a larger quota is needed for your work, please use the Quota Extension Request Form to explain how much space is needed and what it will be used for. Your request will be reviewed by Michael Garofano, the Director of IT Services along with the Executive Dean. Why do we have quotas?
Over the course of the last several years, network growth including data storage has grown exponentially at HKS. Until recently, the solution has been to add more servers and disk space to accommodate the need for more storage space. However, with tightening budgets and the inability to expand current IT space, it was necessary to look at implementing disk quotas for faculty and staff in HKS (students already had quotas).
Network Quota Information
The Kennedy School has decided that Faculty and Staff need to have quotas for both the space they use on their M: drive, which is personal space on the network, as well as the space they use for their mail file.
Check the size of your Network folder
The size of your M drive can be checked by opening up your Windows Explorer (not Internet Explorer), and clicking on your M drive. You should see all of your file folders in the right hand window. Click in the window and go to Edit/Select All. Your file folders on the M drive should become highlighted. Right click any of the highlighted folders and go to properties. Your M drive space will show up in the dialog box that appears.
Be careful not to select only the M drive in the right pane (in which case, none of your folders on the M drive will become highlighted) and view the properties. This will give you the total space left on the M drive for the whole school.
Lotus Notes Quota Information
Many people keep all their mail for their records. Unfortunately, the size of many mail files, as noted, has become too large. The information below will help you choose a course of action to get your mail file under quota. There is also important information about archived mail on a disk.
Search for Large Emails
Deleting your largest E-Mails quickly reduces the size of your mailfile. The best way to search for large E-Mails (those with attachments) is to click on the "All Documents" folder in Lotus Notes and sort by "Size". Sorting by All Documents can take time if you have a very big mail file.
When you view by All Documents and sort by size the largest messages appear at the top of the list. You can select multiple messages for deletion by clicking in the space to the left of an email (you should see a check mark appear), once you have selected several E-Mails for deletion, press the delete key on your keyboard to send them to the trash, and finally F9 to refresh your screen. You will be asked if you want to permanently delete the documents, click yes.
More Help Reducing your Notes File
Reduce the size of your mail file - This step by step tutorial was created to help you reduce your mail file size with little or no assistance from IT. The tutorial will send you through step by step instructions to check your mail size and reduce space. If you have already used the tutorial and need a specific refresher, try using the site map.
Compact your Notes Database
After removing files from Lotus Notes, it is also important to compact your mail database to further reduce your mail database's size. To compact your database, follow the steps below:
- Open a database.
- Choose File - Database - Properties.
- Click the Info tab.
- Click % used.
- If the percentage of a database in use drops below 90% (it contains more than 10% unused space), click Compact to compact the database.
Auto Archiving your Lotus Notes
Once the size your mail file has been reduced, you can set your Lotus Notes to automatically move your mail to your C drive so your Notes is always under quota. Contact IT for more information. top
Important Information about Lotus Notes Mail Copied to CD
- Be sure to check your mail archive on disk before you begin deleting messages from your mail.
- After you copy mail onto a disk, it is no longer available thorough the web mail client on the intranet.
- Mail copied to disk does not require a username or password to be read. If you have security concerns you may not want to burn your mail.
- You have to have Lotus Notes on your computer to read the mail copied on disk. The mail is not saved as a text file, or any other easily readable file. Only Notes will run the disk.
- A disk can be lost. You may want a second copy of your mail to be safe.
- You cannot add more mail files to a disk once it's copied.
Security Notice for Notes
Making a local copy of your mail, whether it be to your machine or to CD, does not copy any security settings. In other words, a local copy of your mail can be opened by anyone using the Lotus Notes client. To secure a local copy of mail, you must chose the "Encryption" option. Once encrypted, only your Lotus Notes ID file can open the local copy. Therefore it is important to keep your Lotus Notes ID file in a secure place and remember your password. Without the ID file, you cannot open the encrypted copy of your mail.
If your mail contains confidential information and you prefer to have your mail encrypted, please let your FSA know before you start the copying process.
