SAP SD

1. SAP Data Archiving
Introduction
Data Archiving, in general means deleting the huge volumes of the data that is no longer
required in the database to some file system or any third party storage system. It is also a
service provided by SAP for the consistent removal of data objects from database tables of the
SAP database, where all table entries that characterize a data object are written to an archive
file outside the database.
Benefits of DATA Archiving
1. Reduces the costs of memory, disk and also administration costs.
2. Ensures cost efficient system upgrades and migration.
3. Improved system performance due to shorter response time.
4. Reduces the cost of maintenance and run of growing application infrastructure.
SAP Data Archiving Process Flow
SAP Data Archiving main involves three steps:
1. Creating the Archive files.
2. Run the delete programs.
3. Store the archive files.
Creating the archive file and running the delete programs are the mandatory steps to follow for
data archiving whereas storing the archive files is optional.
1. Creating the Archive files
In this step, a new archive file is been created and data to be archived is sequentially written in
it.
2. Run the delete programs
In this step, the delete programs are executed which deletes the data from the SAP R/3
database, once the archived data is read successfully from the archive files.
The delete programs can be triggered manually or automatically.
3. Store the Archive files
Here, the archive file with the archived data is moved to the third party storage system or
copied to disk, etc. This can also be triggered manually or automatically.
Dynamic Menu (tCode SDMO)
A list of transaction codes along-with the short description required for SAP Archiving can be
found in the dynamic menu. Go to transaction SDMO and enter search for the text as ‘Archive’.

2. Click on execute button. The screen will be displayed as below.
What is Archiving Object?
Archiving Object is the central component of Sap Data Archiving. Archiving Object specifies
which data is to be archived and how. Archiving Objects directs the SAP Archiving system to get
the correct tables associate with the specific Business Object. The archiving object name can be
ten characters long in length.
Archiving objects are defined by the transaction AOBJ.

3. Fig.1. Archiving Object Details (AOBJ).
Identifying the Archive Objects
Transaction DB02 is used to identify tables with high growth in data volumes and to compare
the table size after archiving and thus to monitor growth of the database tables.
Transaction TAANA which is used to identify the appropriate archiving object when a table
has more than one archiving object
Transaction DB15 is used to identify the Archive Objects, if you know the Database tables or if
you know the Archiving Object it displays the list of associated database tables for that
particular Archiving Object as Shown in Fig.a.

4. Fig.a. Transaction DB15
1. Structure Definition.
As shown in the Fig.2. , the Structure definition contains the list of the database tables from
which the data will be archived. This is pre-configured for the Standard SAP Archive
Objects.

5. Fig.2. Structure Definition.
2. Tables from which you only Delete Entries.
As shown in Fig.3. , this contains the list of Database tables from which the data will be only
deleted and not archived. This is pre-configured for the Standard SAP Archive Objects.

6. Fig.3. Tables from which You Only Delete Entries.
3. Maintain Network Graphic
This contains the list of pre-requisite Archived Objects that needs to be archived before the
actually archive objects. This is pre-configured for the Standard SAP Archive Objects.

7. Fig.4.Maintain Network Graphic.
4. Customizing Settings.
This should be configured as per the business requirements. As shown in the Fig.5. , this
contains details about Archive File Size, Setting for Delete programs like Test Mode Variants
and Live Mode Variant(i.e. Production Mode variant), content Repositories and the
sequence of deletion. If the radio button ‘Start Automatically’ for Delete Jobs is selected,
automatically the delete program is executed after the write program. If not selected,
execute the delete program manually for the particular archiving object.

8. Fig.5. Customizing Settings.
5. Archiving Classes Used.
As shown in the Fig.6., this contains the details about the archiving classes used by the
particular Archiving Object.

9. Fig.6. Archiving Classes Used.
6. Read Programs.
This contains the details about the read programs which is used by both the archiving
objects and Archiving Class to read the data from the Archive files.

10. Fig.7. Read Programs.
7. Customizing Transactions.
This contains the transaction code for the application-specific customizing for the relevant
archiving object. Once this code is entered, you can go directly from transaction SARA to the
application-specific Customizing transaction, which is often used for entering residence
times for an archiving object.

11. Fig.8. Customizing transactions.
8. Info Tables for Archive Files.
This contains the list of database tables that will give the archive file name, the criteria for
archiving and other related information.

12. Fig.9. Info Tables for Archive Files.
9. Exit Routine Assignment Generation.
This contains details about the customizing code (user exits/ Business add in) in the archive
and delete programs.

13. Fig.10. Exit Routine Assignment Generation.
Archive Programs
The below mentioned Program in the SAP System should be assigned to the Archiving Objects.
1. Preprocessing(Optional)
This program prepares the data for archiving marking the data by setting the deletion
indicator to ‘X’, but it does not delete any data from the database. Preprocessing Programs
operates on the database and no Archive files are required. Preprocessing Programs are
scheduled manually and run in Archive Administration (tCode: SARA).
2. Write
This program creates a new archive file and writes the data in them. At this point, No data is
been deleted from the database. The Write programs can be executed in two processing
modes.
a. Test Mode.
b. Production Mode.
In the Test Mode, No archive files will be created whereas in Production Mode,
Archive files will be created.
3. Delete
This program reads the data from the archived files and deletes the data from the database.
The delete programs can be executed in two processing modes.

14. a. Test Mode.
b. Production Mode.
In the Test Mode, the log after the execution shows the entries of the data going to be deleted
from the database whereas in the production Mode it shows the statistics of the deleted data
from the database.
4. Postprocessing(Optional)
This program also operates on the Database and does not require any Archive files. This is
final program and can be executed asynchronously with the delete program.
If the data from the database id not deleted by the delete programs, it can be deleted by
the Post processing Programs. It is also used for different functions like updating the
statistical data, deleting the log data log that is no longer required, etc.
5. Reload Programs(Optional)
This program is used to reload the archived data from the external storage system back into
respective SAP Database tables. It is not available for all the archiving objects.
6. Index Programs(Optional)
This program builds or deletes an index that allows individual access.
Check Archivability
Checking the Archivabilty of the business objects precedes the actual archiving process. This
should ensure that the data is not archived, if some other application still needs it. The business
objects are considered to be archivable if it:
1. Is Completed.
2. Has reached the desired residence time.
3. Does not serve as basis for other Business Objects.
It is also recommend not be archive Master Data but the Transaction Data.
Residence Time: is the minimum length of time that data must spend in the database before it
meets the archivability criteria.
Retention Time: is the entire time that data spends in the database before it is archived.
Setting up the connection between the SAP R/3 database and the External Storage system
Maintain the Content Repository(tCode OAC0)
The content repository is maintained for every archiving object. Below is the content Repository
Maintained for MM_EKKO.

15. To retrieve the content repository details, double click on content repository. Details are as
below.
Maintain the Document Type (TCode OAC2)
The document type is maintained by transaction OAC2. Every Archiving object is associated
with the document type which is in turn linked to document class. The document class
identifies archive format for document in Content server.
Linking the content repository to Document type (tCode OAC3)
In transaction OAC3, the content Repository will be linked to Document Type.

16. Maintain the Logical Filename(tCode FILE)
Logical filename should be assigned to every Archiving object. Archive files are stored in the file
system under a physical path and file name that is derived from a user-definable logical path or
file name. Steps to Configure the Logical Filename is as below.
1. Choose ‘ARCHIVE_GLOBAL_PATH’ and double click on sub-folder ‘Assignment of Physical path
to Logical Path’ on the Left Side.
2. Double click on Windows NT.

17. 3. Double click on ‘Definition of Variables’ on Left Side.
4. In the definition of variables, you can see the value ‘FILENAME’ in the physical file path
represents filename

18. 5. Double Click on Logical File Name Definition, Cross Client. Logical Filename should be
maintained here.
The format of the physical file is
<PARAM_1><DATE><TIME><PARAM_2><PARAM_3>.ARV

19. PARAM_1: Two-character application abbreviation (for example, HR, CO, MM) for the
classification of the archive files in the system. The value of the definition is determined from
the relevant archiving object at runtime.
PARAM_2: Single-character alphanumerical code (0-9, A-Z). If, when creating a new archive
file, an existing file with an identical physical name would result in a conflict, the ADK increases
this value by 1. This value must, therefore, always be a part of the physical name.
PARAM_3: This parameter is filled at runtime with the name of the archiving object. In archive
management, this enables you to check the file contents or to store the archive files by
archiving objects.
Step By Step Archiving Procedure
1. Call Transaction SARA and enter the Archive Object Name. Example: MM_EKKO.
Click on ‘Preproc’ button. This step is Optional.
2. Give the variant and click on maintain button. Next Screen is displayed.

20. 3. Select the parameters as shown below and click on continue.
4. This is the selection screen for Preprocessing. Provide the selection criteria as per the
requirements and click on ‘Attributes’.

21. 5. Give the meaning for the variant here and click on ‘save’.
6. Go back to initial screen. Click on ‘Start Date’ Button.

22. 7. Click on ‘Immediate’ button to schedule the background job and save.
8. Now click on Spool Params and set the printer here.

23. 9. The initial screen is now displayed as below.
10. Click on ‘Execute’.
11. Repeat the same procedure from 2 to 10 for write program by maintaining the variant as
‘TEST_WRITE’ along-with same selection criteria as given for preprocessing program and
click on ‘Execute’ button.

24. 12. Click on the ‘Job Overview’ button to see the archived session.
13. Select the Job and Click on the Spool to view the output.

25. Accessing the Archived Data

26. User can access the archived data by the Archive Information System. User can check the
Archive Information System by clicking on the ‘Information System’ button in the Archive
Administration i.e. tCode SARA.
The screen will be displayed as below.
Creating an Infostructure
Every Archive file accessed using Archive Information System is through infostructure. Every
infostructure belongs to a unique Archiving objects and also refers to the Field Catalog. A Field
Catalog is the collection of fields suitable for indexing the archive files of Archiving object
concerned. All the data related to infostructure is maintained in database tables.
For creating an infostructure call transaction ‘SARJ’ or Click on the ‘Customizing’ button in the
Archive Information System: Central Management as shown below.

27. It will open an ‘Archive Retrieval Configurator’ which is used to create an infostructure. User
can create own infostructure or use the available standard infostructure. Before creating the
own infostructure, one should check if there is any standard infostructure available. User can
copy this infostructure and modify it according to the requirements.
Note: The standard infostructure SAP_DRB_MM_EKKO is used here.
While creating an Infostructure one can determine the fields from the field catalogue and
transfer them to the Infostructure.
Some fields are already transferred to the infostructure. This cannot be removed as they are
key fields.

28. Activating an Infostructure
To use an infostructure, user must activate the infostructure. All the standard infostructures
will be already activated. Only after activating the infostructure it can be filled with data from
archive file and evaluated. Once the infostructure is activated, it cannot be modified.
Evaluating an Infostructure
The data from the archive files can be retrieved using ‘Archive Explorer’ by calling transaction
‘SARE’ or by clicking on ‘Archive Explorer’ button in the Archive Information System: Central
Management as shown below.

29. Archive Explorer screen is displayed as below. Enter the archiving Object name and Archive
Infostructure name as given below and click on ‘Execute’ button.
The Archived data is displayed as below.
References
· ‘Archiving Your Sap Data’ reference book by SAP Press.
· SAP Library – Introduction to Data archiving
http://help.sap.com/erp2005_ehp_03/helpdata/EN/bd/6b9b3c874da309e10000000a1140
27/frameset.htm