A Simplified Approach to Archiving Your Data

  • by Rajen Iyer, Cofounder and CTO, Krypt, Inc.
  • November 1, 2005
Learn to set up an easy process to remove data that is no longer needed from your SAP system. It keeps your system space free for new data and improves performance without the need to add system resources.
Key Concept
You use archiving objects to archive files. The archiving object provides the data structure and context. For example, archiving object SD_VBRK (a billing document) includes all the tables associated with the billing document, such as header, line, address, and document flow. Archiving objects form the data structure and context. Archiving objects for each application component are predefined in the system. They specify which master or transactional data to archive and how. An example of master data is customer and vendor information, which you need to archive for record purposes. Transactional data is more performance-intensive and includes inquiries, quotations, sales orders, deliveries, and billing documents.
As a company grows, its databases also grow. Once a document is processed, complete, and closed and the mandatory retention period has elapsed, you will want to get it off the live system by archiving it. Since you won't need to retrieve it for further processing, but only for viewing and audit purposes, it doesn't need to occupy valuable database space. You can still access the data on an as-needed basis.

As you might have noticed, plenty of documentation on archiving is available. This may make it hard to understand which of the myriad procedures you should follow. The steps below detail a simple way you can set up and maintain an effective archiving procedure for your SCM data. The archiving procedure is divided into three main steps: create the archive files, store the archive files, and delete the data from the database after it is archived. Although this article focuses on R/3, the methods described also apply to mySAP ERP.

Rajen Iyer

Rajen Iyer is the cofounder and CTO at Krypt, Inc. Rajen has written several in-depth, best practice articles, white papers, patents, and best-selling books on SAP Logistics and SAP Global Trade Services, including Effective SAP SD and Implementing SAP BusinessObjects Global Trade Services. He is also an invited speaker at industry conferences.

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