Prepare
- Upload Lotus Notes / Domino files
Guide
Lotus Notes (now IBM Notes/HCL Notes) is a groupware and collaboration platform with an embedded document database. Notes databases store documents, email, and collaborative data in the NSF (Notes Storage Format).
What You Can Upload
.nsf- Notes Storage Format database files.nab- Lotus Notes address books- ZIP archive with multiple NSF files
What You Get Out
DataMeans extracts your data into multiple modern formats:
| Output | Description |
|---|---|
csv/{TableName}.csv | One CSV file per table with all row data |
xlsx/{TableName}.xlsx | Excel workbook per table |
xls/{TableName}.xls | Legacy Excel format per table |
json/{TableName}.json | JSON array of records per table |
json/{TableName}.jsonl | Newline-delimited JSON (streaming-friendly) |
postgres.sql | PostgreSQL CREATE TABLE + INSERT statements |
schema/schema-graph.json | Relationship graph for visualization |
schema/er-model.json | ER model for diagram tools |
report.json | Structured extraction report |
report.md | Human-readable extraction summary |
How to Export / Obtain Files
- In Notes client, locate the database file (
.nsf) - Default location:
C:\Notes\Data\or server data directory - Copy the
.nsffile while Notes is closed (or use replica) - For address books, locate
.nabfiles - Create a ZIP with all databases
- Upload the ZIP to DataMeans
Supported Features
- Document extraction with field preservation
- Attachment extraction (embedded files)
- View data enumeration
- Rich text conversion to plain text/HTML
- Metadata preservation (created, modified dates)
- Multi-value field handling
Known Limitations
- Encrypted databases require decryption before upload
- Complex rich text formatting simplified to plain text
- Formula-based computed fields export as values, not formulas
- Design elements (forms, views) documented but not converted
Troubleshooting
| Issue | Solution |
|---|---|
| Access denied | Ensure you have Reader access or higher |
| Encrypted content | Decrypt database in Notes client first |
| Missing attachments | Check attachment size limits |
Last updated: January 2026
Technical reference
Overview
Lotus Notes (now HCL Notes) is a collaborative software platform that pioneered enterprise groupware applications, combining email, database, and workflow capabilities. First released by Lotus Development Corporation in 1989 and acquired by IBM in 1995, it features an embedded document-oriented database using the proprietary NSF (Notes Storage Facility) format. Unlike traditional relational databases, NSF organizes data as documents with flexible field structures, supporting rich text content, file attachments, and complex relationships through views and links. The platform integrates email, calendaring, workflow automation, and replication capabilities, with built-in full-text search and security features, making it suitable for distributed enterprise environments and custom business applications.
History and Background
- 1989: Lotus Notes 1.0 released by Lotus Development Corporation, introducing client-server architecture, replication, email, and access control lists.
- 1991: Lotus Notes 2.0 added a C API, rich text support, and scalability to about 10,000 users per installation.
- 1993: Lotus Notes 3.0 introduced full-text search, hierarchical names, and a Macintosh client.
- 1995: IBM acquires Lotus for $3.5 billion (July), primarily to obtain Notes.
- 1996: Lotus Notes 4.0 released (January), introducing LotusScript, a redesigned three-pane interface, and Web integration tools.
- 1996: Lotus Domino name introduced (December) with release 4.5, turning the Notes server into a Web application server.
- 1999: Lotus Notes/Domino R5 adds native SMTP and LDAP support, transaction logging, and a new on-disk structure.
- 2002: Lotus Notes/Domino 6.0 released, adding network compression and policy-based administration.
- 2003: Lotus Notes 6.5 (September) integrates Sametime instant messaging into the Notes client.
- 2005: Lotus Notes 7.0 released (August), adding optional IBM DB2 storage for Domino databases.
- 2007: IBM Lotus Notes 8.0 (August) introduces the Eclipse-based client and composite applications.
- 2008: Lotus Notes/Domino 8.5 (December) introduces XPages, DAOS attachment storage, and the ID Vault.
- 2013: IBM Notes 9.0 Social Edition released (March), retiring the Lotus brand.
- 2018: IBM Notes/Domino 10.0 released (October), adding Domino Query Language and raising the database size limit to 256 GB.
- 2019: HCL Technologies completes its acquisition of Notes and Domino from IBM (July); HCL Notes/Domino 11.0 follows in December.
- 2021: HCL Notes/Domino 12.0 released (June), adding cloud-native deployment options and integrated backup.
- 2023: HCL Notes/Domino 14.0 released (December), making the Notes client 64-bit only and adding OIDC-based web login.
File Format Specifications
Lotus Notes uses proprietary file formats for databases and documents.
Database Files (.nsf):
- Notes Storage Facility format
- Single file containing all database objects
- 6-byte file header: 2-byte signature (
0x1A 0x00) plus a 4-byte database header length - Internal layout: superblock, bucket descriptor block, bitmap, and summary/non-summary buckets
- Optional compression and local encryption
- Maximum size: 64 GB (raised to 256 GB in Domino 10)
- Cross-platform compatibility
Template Files (.ntf):
- Design templates for applications
- Shared forms, views, and agents
- Reusable application frameworks
File Structure:
- Documents: Primary data containers with fields and attachments
- Forms: User interface templates for document creation
- Views: Organized lists of documents
- Agents: Automated processing routines
- ACL: Access control lists for security
Documented Limits:
- Text fields: 32 KB; rich text fields: up to 1 GB
- Summary data per document: 64 KB
- ACL: about 950 entries (32,767 bytes total)
Data Types and Structures
Lotus Notes supports rich data types for document-based storage:
| Type | Description | Use Cases |
|---|---|---|
| Text | Plain text strings | Names, descriptions |
| Rich Text | Formatted text with styles | Documents, emails |
| Rich Text Lite | Rich text limited to specified element types | Controlled content entry |
| Number | Numeric values | Calculations, IDs |
| Date/Time | Date and time values | Timestamps, schedules |
| Dialog List | Lists of selectable choices | Categories, options |
| Checkbox | Multi-select option lists | Flags, preferences |
| Radio Button | Mutually exclusive choice lists | Single-option selections |
| Names | User, group, or server names | Addressing, workflow |
| Authors | Names with document edit rights | Workflow security |
| Readers | Names with document read rights | Restricting access |
| Password | Text displayed as asterisks | Credential entry |
| Attachment | File attachments | Documents, media |
| Embedded Object | OLE objects | Spreadsheets, images |
Database Objects:
- Documents: Core data units with flexible schemas
- Views: Filtered and sorted document collections
- Forms: Data entry and display templates
- Agents: Automation written in formula language, LotusScript, or Java
- Replicas: Synchronized database copies across servers and clients
Version Differences
| Version | Year | Key Features | File Format |
|---|---|---|---|
| Notes 1.0 | 1989 | Email, replication, ACLs | Original NSF structure |
| Notes 4.0 | 1996 | LotusScript, Web publishing | ODS 20 |
| Notes R5 | 1999 | Native SMTP, transaction logging | ODS 41 |
| Notes 6.0 | 2002 | Network compression, policies | ODS 43 |
| Notes 7.0 | 2005 | IBM DB2 storage option | No format change (ODS 43) |
| Notes 8.0 | 2007 | Eclipse client, composite apps | ODS 48 |
| Notes 8.5 | 2008 | XPages, DAOS, ID Vault | ODS 51 |
| Notes 9.0 | 2013 | Social Edition interface | ODS 52 (9.0.1) |
| Notes 10.0 | 2018 | Domino Query Language | ODS 53 (256 GB limit) |
| Notes 11.0 | 2019 | HCL rebranding | No new ODS (max 53) |
| Notes 12.0 | 2021 | Cloud-native deployment | ODS 55 |
| Notes 14.0 | 2023 | 64-bit-only client, OIDC web login | No new ODS (max 55) |
Compatibility Notes:
- Newer releases open databases at older ODS levels
- Template files require compatible versions
- Replication works across versions
- Some features require minimum server levels
- ODS level upgrades require copy-style compaction or Create_Rx_Databases settings
- Client setting
NSF_UpdateODS=1upgrades local databases to the release default ODS at startup - From Notes 12.0.2, client upgrades raise local databases to the latest ODS automatically, superseding
notes.inicontrols
Technical References
- HCL Domino Documentation
- Wikipedia: HCL Notes
- Wikipedia: HCL Domino
- NSF File Format
- Domino On-Disk Structure (ODS)
To learn how to use this format with DataMeans, see the User Guide.