SAP Data and Document Archiving

Relieving the System while Maintaining the Data

SAP normally produces two specific data types that must be archived according to the legislation. The first data types are the SAP system print outputs – in particular the commercial documents – and the second one is the transaction data stored in the database system tables. ECM offers a solution for archiving and management of both data groups. However, the process of data archiving also differs for these specific data types.

Print data and documents generated by SAP (invoices, orders, etc.) are commonly generated through the print system or directly by the print interface in SAP. As this data is often generated in batches, also the process of its archiving is based on the principle of batch processing. The first step of the process of archiving the documents generated by SAP is to capture the electronic form of such documents. This is followed by identification of attributes of each document with respect to the specific SAP object corresponding to the document. In the third step, the documents are archived and links to specific addresses of the archived documents are transferred to SAP at the same time. Electronic form of the document is then securely stored in the archive and can be displayed as an image directly from the SAP transaction within SAP GUI thanks to the SAP Archive Link services. This is usually a transaction presenting transaction data of the particular SAP object - for example an invoice. It is obvious that the link between the SAP object and the archived electronic image of the document plays the crucial role in this archiving.

As the SAP database grows due to transaction data volume increase, the system response times prolong and the database backup becomes an all-night process. It is therefore necessary to separate the historic data from closed accounting periods. One of the possibilities how to relieve SAP from the closed data is to collect such data in so called archive objects and to export such objects into the archive. This one-way archiving process is natively supported by the SAP system and the archive data thus remain accessible from SAP environment. Access to such archived SAP data differs due to its nature and there are certain limitations. Therefore, the conceptual phase of the solution design, which forms part of the IXTENT methodology, includes complete analysis of customer’s needs and the archiving solution is thus securely performed in accordance with the customer’s needs.

The SAP documents and data archiving solution changes your historic data from the nightmare into a competitive advantage.

Solution Characteristics:

  • Simultaneous access to both active and archived data and documents
  • Archived data availability directly from the SAP GUI environment
  • Personalization of needs and strategy of data archiving
  • Solution technology in accordance with SAP standards

Business solutions:

References:

  • Plzeňský Prazdroj, a.s.
  • GECO TABAK, a.s.