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@Left pg foot@<:R1,1,3,8486,><:P19999,0,7 - >  Deployment Guide	Lotus Confidential

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@Right pg foot@<:R1,1,3,8486,>Lotus Confidential	Deployment Guide <:P19999,0,7 - >

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[edoc]
@Chapter title@<:s><:#300,8486>Chapter 7: Maintaining A Notes System

<:s><:#600,8486>Maintaining a Notes system includes network administration, server administration, and end-user support. As with many other areas of deploying Notes, starting with a plan will result in a smoother  Notes deployment.

<:s><:#200,8486>Your maintenance plan will evolve to suit your organization, but it should address the following areas:

@Bullet@<:s><:#400,8486>Personnel: make sure adequately trained people are assigned to the appropriate functions. Using the Notes roles feature you can delegate authority along very specific lines.

@Bullet@<:s><:#400,8486>Server maintenance: develop a checklist of server activities with a schedule for when each task should be performed. Where possible, centralize and standardize maintenance activities.

@Bullet@<:#600,8486>Support: as your organization begins to grow you might want to set up a help desk where end-users can call with questions and problems. Your support system should also include a plan for responding to server problems and responding to remote users.

@Ahead@<:s><:#240,8486>About staffing for maintenance

<:s><:#600,8486> Your first task for preparing a maintenance plan for a Notes system should be to identify your staffing needs and work towards getting trained personnel into key roles. While personnel needs are obviously dictated by the size, scope, and location of your N
otes system, here are some guidelines to consider.

@Bhead title@<:s><:#220,8486>Identifying administration roles

<:#1200,8486>Notes gives you the tools to delegate responsibility for administrative and maintenance tasks while maintaining the security of your system. Starting from a position as superadministrator, which allows full privileges for all administrative tasks for a doma
in, you can delegate responsibility that is limited to certain roles. For example, you might designate one administrator as a User administrator for one or more domains. That person has wide powers for registering or deleting users, but cannot perform restr
icted server tasks. The roles you can delegate are:

@Bullet@<:s><:#200,8486>User

@Bullet@<:s><:#200,8486>Group

@Bullet@<:s><:#200,8486>Server

@Bullet@<:s><:#200,8486>Network

<:s><:#1200,8486>You can further refine an administrator's authority by the privileges you assign in each area. For example, a User administrator might have the power to create or modify users in the Public Name & Address Book, but not the power to delete their person docum
ent. Roles can be combined, so that one administrator can have server and network responsibilities. You might design a system where one administrator has a variety of responsibilities in one domain, or you might design a system where one person administers 
a particular area, such as groups, across multiple domains.

<:s><:#200,8486>For further information on roles and how to assign them, see <[>XREF to AG.]

@Bhead title@<:s><:#220,8486>Personnel for maintaining servers

<:s><:#1000,8486>Generally, servers are best maintained and administered centrally, on a site-by-site basis. This does not mean they must be physically close, but clustering servers does make administration simpler. For example, one way of centrally administering a group of
 servers is to have all statistics relayed to a statistics database on one server so they can be monitored by a single administrator or group of administrators. 

<:#600,8486>You might choose to have all Notes servers administered by a central group of IS professionals, or you might choose to distribute responsibility for servers, perhaps on a workgroup level, and provide some centralized support for the server users.

<:s><:#400,8486>Regardless of what structure you choose, the key point is to make a plan in advance, develop and maintain a policy that will make server administration as efficient as possible.

@Bhead title@<:#220,8486>About monitoring and maintaining servers

<:s><:#600,8486>Notes provides you with a wide range of tools for gathering information about a server, and for diagnosing and fixing problems. You can perform most administrative tasks either from the workstation interface, or from the console. Some tasks are only availab
le from the console.

<:s><:#200,8486>The following are some of the maintenance tasks you should include in a maintenance plan:

@Bullet@<:s><:#200,8486>Backup the server.

@Bullet@<:s><:#200,8486>Check for dead mail. 

@Bullet@<:#400,8486>Run the Database Fixup utility at server startup and as needed to fix corrupted databases and prevent server crashes

@Bullet@<:s><:#400,8486>Check the Notes Server Log for problems with replication, mail routing, scheduling, database integrity, and communication links.

@Bullet@<:s><:#400,8486>Monitor server statistics and events to track information such as disk space, server load, memory, swap space,  and to head off server trouble.

<:#200,8486><[>XREF all of these to AG]

@Bhead title@<:s><:#220,8486>About backing up servers

<:s><:#200,8486>A sound backup policy is essential for protecting against data loss. Your backup plan should include:

@Bullet@<:s><:#400,8486>Instructions for end-user backup procedure such as storing a copy of the user ID file and desktop file on a floppy disk, and instructions for server backup procedures.

@Bullet@<:s><:#400,8486>A well-publicized schedule for when specific backup activities should occur. You might back up some files once a week but backup other, more critical, files once a day.

@Bullet@<:s><:#200,8486>A procedure for backing up server files either directly to tape or first to a file server and then to tape.

@Bullet@<:#600,8486>A procedure for backing up active files. These files, such as LOG.NSF, NAMES.NSF, MAIL.BOX, and the ID file, are required to be open when Notes is running. If your backup utility cannot backup open files, schedule times when the server is down so these file
s can be backed up.

@Bhead title@<:s><:#220,8486>About checking for dead mail

<:s><:#600,8486>To make sure mail is being routed and delivered efficiently, plan to check for dead mail on a regular basis. Dead mail is mail that fails to route within one day. The failure might be the result of a server or gateway being down. Plan to check for dead mail
 once a day to keep track of problems with mail routing.

<:s><:#200,8486>You can check for dead mail one of three ways:

@Bullet@<:s><:#200,8486>Look at the dead Mail view of a server's MAIL.BOX

@Bullet@<:s><:#200,8486>Use the server command SHOW TASKS to list dead mail

@Bullet@<:#200,8486>Check the statistic MAIL.DEAD

<:#400,8486>Once a mail routing problem is identified and resolved,  you can resend the mail or send it back to the sender.

@Bhead title@<:s><:#220,8486>About the Database Fixup utility

<:s><:#600,8486>The server program Fixup checks databases for corrupted documents and fixes them when possible to prevent server crashes. The first database Fixup checks and repairs is the Notes Log, so that all subsequent repairs can be documented. You can run Fixup one o
f two ways:

@Bullet@<:#400,8486>automatically, each time a server starts. Setting Fixup options in the Notes.ini file lets you control how Fixup checks the Notes Log and other databases.

@Bullet@<:s><:#400,8486>on demand as a command from the server console. You can check all databases on the server, or specify one or more databases.

<:s><:#200,8486>For more information on the Fixup utility, see <[>AG]

@Bhead title@<:#220,8486>About the Notes Log

<:s><:#600,8486>The Notes Log database (LOG.NSF) records server events, such as replications performed, mail routed, and databases used. The server creates the Notes Log automatically and starts recording information when the server starts.

<:s><:#800,8486>As part of server maintenance activities, check the Log every day to learn about server problems, including replication, mail routing, and modem problems. The Notes Log is also an important tool for analyzing your system because it tracks such information a
s database sizes and usage, and calls to and from a server.

<:s><:#600,8486>What gets logged is customizable through setup options and by customizing Log views. Your maintenance plan should include what standard information should be logged for a server and some guidelines for how to deal with Log data.

<:s><:#200,8486>

<:#200,8486><+!><+"><[>Reviewers: Can you offer more specifics here on what to look for and what to do with it??]<-"><-!>

@Ahead@<:#240,8486>About monitoring server statistics and events

<:s><:#1200,8486>Gathering information about server activities falls into two areas: events and statistics. Server events are all errors and alarms for a server being monitored. Server statistics track information about a wide range of server activity, such as memory availa
ble, disk space usage, mail activity, and communications port activity. By monitoring the statistics for certain conditions, such as low disk space, you can set up alarms that allow you to head off trouble. Events and statistics are not generated by default
; you must run server tasks to collect information at intervals you specify.

<:#600,8486>By default, the Event task creates a database called Stats & Events Config (EVTCONFI.NSF)  that you can use to indicate what to do with events and alarms you are monitoring. It also creates a database called Stats & Events (STATREP.NSF) for the collection o
f statistics.

<:s><:#400,8486>Running the Report task populates the Stats & Events database (or another database that you specify) with server statistics.

<:s><:#200,8486>For information on Setting up event logging, see <[>XREF to AG]

<:s><:#200,8486>For information on setting up statistics logging, see <[>XREF to AG]

@Chead title@<:#200,8486>Guidelines for monitoring statistics and events

<:s><:#200,8486>Your maintenance plan might incorporate some of the following guidelines:

@Bullet@<:s><:#400,8486>Decide on a standard set of statistics you want server administrators to monitor, and alarm thresholds for various server configurations. 

@Bullet@<:s><:#800,8486>Where possible, centralize event and statistic monitoring to reduce administrative overhead. For example, not every server needs its own Stats & Events database. Instead, you might set up one on a central server and have statistics from other servers relaye
d to the central database where one administrator can monitor the information.

@Bullet@<:s><:#600,8486>Decide on a standard way of handling alarms generated by statistic-monitoring. For example, you might specify that alarms trigger trouble-tickets that are sent either to a mail-in database or directly to an administrator.

<:s><:#200,8486><+!><+"><[>Reviewers: What are some other tips??]<-"><-!>

@Ahead@<:#240,8486>About planning for supporting Notes

<:#200,8486><[>Reviewers: Any ideas on what to say about this topic?]

>

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