advanced data archiving and data management techniques...

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© 2008 Wellesley Information Services. All rights reserved.

Advanced Data Archiving and Data Management Techniques for SAP Administrators Jim MalfettiBrandywine Data Management Group

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Introduction

• We will explore many advanced archiving topics that will benefit companies that have already started their archiving activities, as well as those just getting started

• We will explore the analysis phase of the archiving project in great detail, as well as the prototyping through implementation phases

• We will also explore nonstandard solutions to common archiving problems that are offered by various SAP Certified Partners

• Brand new SAP archiving functionality will also be explored, as well as the future direction of SAP with regard to archiving, Information Lifecycle Management (ILM), BI, etc.

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What We’ll Cover …

• Support of ongoing archiving activities• Advanced analysis techniques• Prototyping, testing, and production scheduling • Nonstandard requirements and typical solutions • Nonstandard retrieval of archived data• Archiving projects of the future• Wrap-up

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Scheduling and Monitoring Archiving Jobs

• Preprocessing jobs• Write jobs• Delete jobs• Post-processing jobs• Store jobs• Archive Information System (AIS) load program• PBS indexes (possibly)• Data Retention Tool (DART) extracts and

views (possibly)

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New Objects

• Most companies already have 15-30 archiving objects in production

• Mature projects typically add 6-8 new archiving objects per year

• Many new large or fast-growing tables can be addressed through SAP Note-available programs and not archiving objects

• Complete database, table, and index analysis is required at least once a year

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SAP Note Identification and Application

• SAP Notes must be reviewed for archiving objects even after initial implementation

• Many SAP Notes that are not contained in Support Packages have multiple application paths depending on if you’ve already archived data or are preparing to, for example

• Support Packages most likely contain SAP Notes that affect existing archiving objects

• Not all Support Package corrections and enhancements are automatically available, some require explicit activation of Business Configuration (BC) Sets Don't

Forget

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Storage Administration

• Maintaining storage media WORMSNew Magnetic Media (e.g., Hard Disk Write Once)

• Maintaining file systems, directories, etc.• Creating new logical archives• Upgrading SAP

May require upgrading of third-party Content Server softwareMay require upgrading of storage protocol (RFC → HTTP)

• Upgrading archive servers and other hardware

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SAP Upgrades

• New data archiving functionality available:SAP R/3 4.6CSAP R/3 4.7 SAP NetWeaver® 7.0 BI — Nearline Storage (NLS)SAP ERP 6.0 (ILM)

We’ll discuss new archive file routing in the last section!

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New Applications

• SAP CRM considerationsArchiving is available and recommended in most casesImage integration is likely

• SAP BWMany standard extractors cannot load from archived SAP R/3 data

Can be done, but it is a mini-projectSAP BW data can be archived using the familiar ADK process or the new NLS interface available in SAP NetWeaver 7.0 (usage type BI)

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Other Impacts on Archiving

• Company acquisitions, mergersCombining archive systems and strategies

• Company spin-offs, subsidiaries, downsizingSpecial archiving requirements

• SAP consolidation projects Merging SAP systemsMerging SAP archived data

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New Projects

• Information Lifecycle ManagementExpiring data

Certificate of destructionIdentifying data

Legal discoveryHolding data

Exceptions to retention rules and destruction• Material Safety Datasheet (MSDS) solution

Avoid unacceptable growth in specific tablesDRAO

Maintain integrity of documents and standard retrieval transactions

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Research Historical Database Growth

TxnDB02

Launch DB02 and click on

“Space statistics”

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Projected Database Growth

0

1000

2000

3000

4000

5000

6000

Jan-0

5

Feb-05

Mar-05

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Jul-0

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Aug-05

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Jan-0

6

Feb-06

Mar-06

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6Ju

l-06

Aug-06

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Oct-06

Nov-06

Dec-06

Jan-0

7

Feb-07

Mar-07

Apr-07

May-07

Jun-07

Jul-07

GBs

Projected Database Growth

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3

1

2

3

New functionality – June 2005

Upgrade to mySAP ERP – June 2006

New Business Unit (acquisition) – October 2006

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Identify Largest and Fastest-Growing Tables

Launch DB02 and click

on “Space statistics”

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Identify Largest and Fastest-Growing Tables (cont.)

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Download the report to a local spreadsheet file

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• Look at both table size and growth rateFastest-growing tables may not be your largest tables

Might be due to new functionality

Top 25 Tables by Growth

02,000,0004,000,0006,000,0008,000,000

10,000,00012,000,00014,000,00016,000,00018,000,000

GLP

CA

CK

ISC

OS

PC

OE

PC

OS

SA

CC

TITB

SIS

CD

CLS

AU

SP

MS

EG

RFB

LGJC

DS

RE

SB

AFV

VS

852C

KIT

CO

BK

JES

TC

OK

AS

OC

3A

FVC

S022

BS

AS

S871

AP

QD

Table Name

Siz

e in

KB

Size

Don't Forget

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Other Considerations

• Tables with poor performance may not always be the largest tables

Therefore, it is important to identify your performance bottlenecks

• ST10 – Table call statisticsIdentify most active tables

• ST03(N) – Database performanceIdentify response time issues

• ST05 – Performance traceIdentify tables or programs in slow transactions

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Map Tables to Archive Objects

DB15

TxnDB15

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• Map archiving objects to your tables ...

TxnDB15

Identify Your Archiving Objects

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Identify Your Archiving Objects (cont.)

• Tables in yellowyellow will require additional analysis …

Warning

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Multiple Archive Objects per Table

??Which is the correct object?Which is the correct object?

DB15

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Multiple Archive Objects per Table (cont.)

• Some common tables map to more than one archive object

Choosing the correct archiving object is not obvious, and will require additional analysisSometimes more than one archive object may legitimately map to one table (e.g., CDCLS)

• Depends on:Release of SAP R/3Actual composition of data in table

• Example tables are:COEP, COEJ, COSP, COSS, COST, GLPCACDHDR, CDCLS, AUSP, VBAP, NAST, etc.

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Multiple Archive Objects per Table (cont.)

• CO tablesCO_COSTCTR, CO_ITEM, PP_ORDER, or PS_PROJECT?

• GLPCAProfit Center Accounting or Special Ledger?

• CDCLS, JCDS – Change docs• JEST, JSTO – Status• KOCLU – Condition records

Purchasing or sales?• VBFA, VBPA, VBUK, VBUP

Orders, deliveries, or billing?• RESB – Reservations

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Archive Object Mapping for CO Tables

• Tables COEP, COEJ, COSP, COSS, COSTEach of these tables may map to multiple archive objectsSAP has developed a series of programs that will map these tables to appropriate archive objects (RARCCOA1,2,3)SAP Note 138688 will describe the procedure for mapping each CO** table to the appropriate archive object

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Archive Object Mapping for CO Tables (RARCCOA2)

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Archive Object Mapping for Table GLPCA

• Table GLPCAThis table maps to either Profit Center Accounting or Special LedgerThis table may contain both PCA and SL dataSAP has developed a program that will help reveal the composition of data from table GLPCA (ZAGLPCA1 and ZAGLPCA2)EC_PCA_ITM

Ledgers 8a, 8c, 8e, or 8zFI_SL_DATA

Ledgers 0F (ZZ + Z tables)

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Archive Object Mapping for GLPCA (ZAGLPCA2)

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Notes and Tools

• Understanding data type/distributionSAP Note 203545 – GLPCASAP Note 317219 – Special LedgerSAP Note 316468 – ACCTIT

• Performing data distribution analysisTAANA (≥ 4.6C) SE11SE16Third-party analysis tools (PBS™ Analyzer, IXOS™ Analyzer)SAP Note programs

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Transaction TAANA

• ≥ 4.6C table analysis: Assists with table to object mapping, document distribution, and data type analysis

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Final Mappings

• Add final archiving objects that were identified.

• In the case where more than one archive object maps to the same table, split the table size and growth proportionally to your findings.

• Some other shared tables like CDCLS, NAST, and AUSP will remain. To map these tables to the appropriate archive object(s), with 100% accuracy, data composition must be determined.

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Final Technical Analysis Results

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Technical Analysis Tips

• Don’t just think your largest tables are your largest archive objects

Map at least your top 200+ tables to archive objectsSurprising how many smaller tables add up to one large archive object

• Sxxx tables can be mapped to Sxxx archive objects• Z table could be covered by FI_SL_DATA• Don’t overestimate the effects of archiving

Not every table mapped to an archive object will be subject to deletion by that archive object

• Further time distribution analysis will reveal how much data is “archiveable,” based on residency rules

Tip

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Analysis Summary

• Complete analysis should be done at least yearly.Every six months is better!

• SAP Data Management Guide is a great resource for analysis.

• Many tables may be addressed through SAP Note programs, not archiving objects.

• ASUG discussion forum is a great resource for information.

• PBS Software GmbH offers a Database Analyzer solution and is the only certified SAP Partner solution available.

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Seven Steps to Your Data Archiving Project

Build Project Team

Technical Analysis

Functional Analysis

Prototype Testing Implement

1 2 3

5 6 7

CraftArchiving Strategy

4

We covered steps 1-4 in my other session, “A Detailed

Introduction to SAP Data Archiving”

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Prototype

• Prepare Development clientTransports to QA

• Prepare QA environment for archivingExchange directory, file names, etc.

• Configure archiving objectsLogical archive, file size, automatic, job variants, etc.Object-specific config (document life)Apply SAP Notes

• Archive as you would in productionSplit jobs by retention

• Prepare all supported retrieval methodsBuild Archive Information System (AIS) structures, test Document Relationship Browser (DRB), etc.

• Share prototype with user community

Prototype

5

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Testing

Four key tests1. Initial test plan

Validating representative “archivable” data in QA environmentIdentifying data that needs cleansingApplying SAP Notes in QA Representative cross-section of dataCan be performed before first workshop with business

2. Unit test planEnd-user testing scenariosTesting online transactions, reports, and scenariosTesting retrieval of archived data

Testing

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Testing (cont.)

Four key tests (cont.)3. Mass test plan

Multiple jobsArchive as you would in production (splitting jobs)Goal is to extrapolate production test run times

4. Production test planRun archive object “EXAMPLE” first to test exchange directory and storage communicationsEnsure jobs behave as expected in productionEnsure all configuration, customizing, and SAP Notes are correctDon’t forget to activate your AIS structures!

Testing

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Testing Tips

• Functional analysts should create the test plans/scripts

And define online data and archived data to support them

• A group of end users should perform testing

They’re less familiar with the designThis is a form of trainingHelps divide the work!

• Functional analysts should then compare test results with initial analysis/tests

• Always obtain final end-user acceptance and signoff

Testing

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Tip

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Implement

• Prepare production archiving scheduleEnsure all configuration is applied and correctEnsure that you have proper authorizationsNew functionality allows interruption of write job for some objects

• Prepare required retrieval methodsActivate InfoStructures

Implement

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Implement (cont.)

• Storage considerationsDo you have enough room in the exchange directory?Is a backup procedure in place?If you are using WORM (optical) jukeboxes, do you have enough platters, or open slots?

• Define production variants• Execute and monitor your archiving jobs

External scheduling possibleSAP Notes 458670, 133707, 205585

• Plan future archiving schedule

Implement

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Standard Technical Dependencies

Check the Network Graphic for technical dependencies

Transaction code SARASARA

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Detecting Technical Dependencies

Check SAP Note 391350 for more information on the Network Graphic

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Technical Dependencies Solutions

• Implement the archiving objects in orderAnalysis required for strategy

• Additional checks are sometimes possible Flexibility

• Self-imposed dependenciesUnique implementation order

• Can create custom archiving objects with dependencies• Industry-specific archiving objects and additional

dependenciesISU_BILLZ

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Detecting Functional Prerequisites and Issues

• Need basic understanding of potential issuesDART, SAP BW, interface prerequisites

• Testing might reveal:Business complete issues Business process disruptionAdditional retrieval requirements

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SAP DART Dependency for Live SAP R/3 Data

• Data Retention Tool (DART)Identify DART requirements as early as possible.DART can only be loaded from online SAP R/3 data!DART extracts cannot be created from archive files.

• Common nonstandard DART requirementsCreate DART extracts from archived data.

Can be done as a mini-projectSource DART-relevant archived data into temporary tables or an Archive Information System StructureCan be very complex and stress the system

PBS CDART solutionRequires purchase of software

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SAP BW Dependency for Live SAP R/3 Data

• SAP Business Information Warehouse (SAP BW)SAP BW data can only be loaded online dataThere is no standard way to load archived SAP R/3into SAP BW

• Archive Information System “bridge”Create an Information StructureRun transaction RS02 to create a DataSource in SAP R/3Replicate the DataSource to SAP BW and assign to InfoSource Schedule the extraction via an InfoPackage in SAP BW

This is a great choice for data that is readily available in AISstructures, and when you have the space and resources to load the data

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Should We Archive Master Data Records?

• Master data is traditionally not archived aggressivelyMaster data usually has too many technical dependencies and prerequisite archive objectsMost companies only archive master data records that were created in error

• However, some companies do occasionally have the need to archive material, vendor, and customer master records

Can be a very complex project

In standard SAP, once a master data record is archived, you can no longer create new master records “with reference” to the old one ...Issue

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Creating Material with Reference to an Archived Material

1. Standard SAP will not allow a user to create new material with reference to an archived material master record (MM01)

2. PBS CMT (Material Master Data, Batches/Special Stocks Module) transaction code/PBS/ZHRM allows a user to create new material with reference to an archived material master record

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Building a Successful Retrieval Strategy

• Business teams/end users need access to data that has been archived

• Myth: SAP can’t access data once it’s archivedResult: Many companies keep too much data online

And do not comply with retention policies• Truth: SAP contains standard retrieval options

They are sufficient most of the timeCustom development and third-party solutions offer even more options ...

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Options for Retrieving Archived SAP Data

• Standard retrieval optionsSingle document displayDocument relationship browserArchive information systemAnalyze reportsPrintlistsDisplay of original outgoing document (.pdf)

• Additional custom or third-party retrieval add-onsCustom Archive Information System/DRB enhancementsCustom retrieval reports and programsPBS archive add-ons

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Available Retrieval Solutions

• Standard SAP retrieval is evolving to provide archive-enabled reporting and transactions

• Although more rare, there are legitimate circumstances where standard SAP retrieval is not sufficient

• PBS Software GmbH offers a packaged add-on corresponding to groups of archiving objects that provides additional access options

Provides access to archived data in near replicas of the original transaction — most seamless access availablePBS offers the only SAP-certified solutions for access to archived data

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PBS Retrieval for Archived Purchase Order

* Indicates PO was archived

• Standard SAP Transaction Code ME23 will not allow the user to display an archived PO

• PBS CMM (Purchasing) Transaction Code /PBS/ME23 will allow the user to view archived PO in the original view

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PBS Retrieval for Archived Purchase Order (cont.)

• Drill-down relationships remain intact

Double-Click

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Other Custom Retrieval Solutions

• Archive Information System modificationsCustom InfoStructuresCustom field catalogs

• DRB modificationsOffers limited opportunity

• DART viewsCustom DART views and extracts can be developed not only to meet tax or audit requirements, but for internal business reporting needs as well

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Current and Future Archiving Integration

• UpgradesSAP (new archiving functionality)Storage media or devicesArchiveLink storage servers

• More and more archiving objectsOne customer has 150 archiving objects in production

• ILM projectsExpiring qualified data in accordance with retention policies and other regulationsPreserving data subject to Legal Holds (LH)

• Image integrationNew document types or workflow, may change DB/Table dynamics and require new data archiving objects

• DART, SAP BW, SAP NetWeaver 7.0 (usage type BI), CRMThe same common ADK archiving foundation, as well as NLS

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Current and Future Archiving Integration (cont.)

• Company acquisitions, mergersCombining archive systems and strategies

• Company spin-offs, subsidiaries, downsizingSpecial archiving requirements to remove Company Codes (CCs), for example

• SAP consolidation projects Merging SAP systemsMerging SAP archived data

• Decommissioning legacy systemsCOLD and ArchiveLink integration

• Outgoing documentsInvoicesPOs, etc.

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Current and Future Archiving Projects

• ILM projectsIdentifying expired dataExpiring data by retention

Certificate of destructionIdentifying data that needs to be excluded from destruction

Legal hold ordersFile splitting?

Preparing for expiration before archivingArchive File Routing – SAP NetWeaver 7.0

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New SAP XML Archiving for ABAP and Java

Source: SAP, 2006

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ADK vs. XML Archiving

Source: SAP, 2006

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New SAP WebDAV-like Archive Hierarchy

Source: SAP, 2006

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Documents or data are created in SAP R/3

Creation of subsequent

data or documents

Data or documents are cleared

and business complete

Online residence

time requirements

expire

Data is archived

Data or documents

are destroyed

Archived data is retrieved

and viewed by users

Retention of online and

archived data or documents

expire

Information Lifecycle Management Requirements

• The information lifecycle ...

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How to Destroy Data in SAP

1. Expired data must be archived2. Expired data must be located3. File can be deleted if on file system4. File can be physically destroyed if located on a

unique platterAssuming no other data resides on that platter with a shorter retention period or legal hold

5. Run archive object BC_ARCHIVE to clean up final traces of data in SAP

6. Perform retrieval cleanup (AS InfoStructures, PBS indices, etc.)

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Preparation for Archive Management Data Deletion

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Archive Management Data Deletion

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Legal Hold Orders

• Legal hold orderProcess by which an organization must preserve and prepare all forms of electronic information when litigation is anticipated or confirmedFederal Rules of Civil Proceedings (FRCP)

Updated December 1, 2006• No fancy SAP solution yet

ASUG has formed an influence council to gather the requirements for this and other related ILM issues

• Procedures can be established to hold data in SAPStandard options may increase legal liability

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Plan for Retention Before Archiving

• Example Scenario:Archive Object FI_DOCUMNT

Retention rules:7 years for company code 100010 years for company code 1100

FI_DOCUMNT customizing only allows one content repositoryUnable to store archive files to different content repository inSAP releases < SAP NetWeaver 2004Unable to selectively “hold” some data and expire other data in most archive files

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Need for Archive File Routing

Archive Object: FI_DOCUMNT

Company Code Retention

7 Years

10 Years

15 years

100

1100

1200

Content Repositories

F1

F2

F3

Previously, this functionality was not available, until

SAP NetWeaver 7.0

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SAP NetWeaver 7.0: Archive File Routing on Different Levels

Source: SAP, 2006

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Resources

• SAP Insider regular and special features columns: Performance and Data Management, Information Lifecycle Management (SAP Insider)

www.sapinsideronline.comQuarterly, Yearly (Jan-March 2007 and 2008 edition)

• ASUG Archiving Discussion Forumwww.asug.com/forums/

• ASUG Annual (spring) and TechEd (fall) BITI – Archiving Track

• Archiving Your SAP Data (seminar training CD)www.sapinsidermultimedia.com/products/archiving_data

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Resources (cont.)

• SAP Data Management Guide http://service.sap.com/ilm * > Data Archiving > Data Management Guide

• Your storage system vendorIXOS, Mobius, PBS, etc.

• Helmut Stefani, Archiving Your SAP Data (SAP PRESS, July 2007, 2nd Edition, ISBN: 978-1-59229-116-8).

• Brandywine Data Management Groupwww.BrandywineDMG.com

* Requires login credentials to the SAP Service Marketplace

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7 Key Points to Take Home

• Most companies already have 15-30 archiving objects in production and are increasing at a rate of 6-8 new archiving objects per year

• Complete analysis should be done at least yearlyEvery six months is better!

• Many tables can be addressed through SAP Note programs, not archiving objects

• Third-party retrieval is sometimes required

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7 Key Points to Take Home (cont.)

• Prerequisites such as DART and SAP BW cannot be ignored without increasing your organization’s liability

• Data retention/ILM issues are becoming more important drivers than simply reducing the size and growth rates of tables

• Even if your organization has a current archiving strategy, it should be revisited to ensure new matters, such as compliance or new functionality, are taken into consideration

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Your Turn!

How to contact me:Jim Malfetti

[email protected]

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