Archieving

Data Volume Management
Introduction to Data Archiving

Louise Finegan, CoE RunSAP, Digital Business Services (DBS)
June 2019
CUSTOMER
Contents of Training - Overview
1 Background Information
2 Archiving Object
3 Archiving Data with Transaction SARA
4 Tables ADMI_RUN and ADMI_FILES
5 Displaying Archived Data
6 Further Sources of Information
© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 2

Contents of Training
2 Archiving Object

1.1 What is Data Archiving in SAP?
• Data Archiving refers to the removal of application data

that is no longer needed in everyday business processes
- but that has to be kept for business or legal reasons -
from the online database of the SAP system and storing of the
data in an archive file.
• Data Archiving in SAP ensures that all of the information
belonging to a business object is written to an archive file and
deleted from the database.

Database table, business object and archiving object
Files in
file system
Archiving
object Archiving object SD_VBAK
Business
Order 6320 ……….. Order 6321
object
SAP Table VBAK Table VBUK Table VBPA

database 6320 6320 6320
6321 6321 6321
… ……….. … ……….. …
1.2 Archiving Process
Data Archiving consists of two phases:

1. Creation of archive file:
→ The write program writes the data to be archived from the
SAP database to archive files.
2. Deletion of data:
→ The deletion program first reads the data in the archive file
and then deletes the corresponding data records from the
database.
A possible third phase is the removal of the archive files to a
separate tertiary storage medium.
→ Usually, it is not enough just to write the data to be archived
to archives files and delete it from the database.
The archive files must be securely stored and managed
so that they can be accessed at a later date if necessary.

Archiving Process - Detail
SAP Database File System
1 Archive Run
(Data from DB is written to Archive Files)
Archive Directory
Archiving
object
2 Delete Run(s)
(Archive Files are read and corresponding data is deleted from DB)
1 Write Job → n Archive File(s)

1 Archive File → 1 Delete Job
1 Write Job + n Delete Job(s) ➔ Archiving Session
Archiving Process + Storage to External Storage System
SAP Database File System External
Storage System
1 Archive Run
(Data from DB is written to Archive Files)
Archive Files are fetched
from the Content Server External
Content
Archive Directory Server
Archiving
object
ArchiveLink
Archive Files are deleted

from Archive Directory
2 Delete Run
(Archive Files are read and corresponding data is deleted from DB)
SAP Functions Partner Functions

Archive File
• Contains archived and compressed data of an archiving object
• Max. file size and max. number of objects can be customized
• An archive file will only contain data for one specific

archiving object
• There can be more than one archive files per archiving session
• There is one delete job for each single archive file

Residence Time and Retention Time
• Residence Time
• The residence time defines the minimum number of days or months
an application has to stay in the online database
• A passed residence time is the prerequisite for archiving
• The residence time is calculated either on the creation date or
on the last change date
• Retention Time
• Total life-time of data
• From creation to final deletion according to legal requirements,
e.g. 10 years
Residence Time
Online Archived
Posting Document Archiving Retention Time Deletion

2 Archiving Object

2 Archiving Object
2.1 Definition
2.2 Customizing of an Archiving Object
2.3 Cross-Archiving Object Customizing

2.1 Definition
• The Archiving Object is a logical object of business related data,

which can be read from the database by an archiving program
and deleted by the associated delete program after the data has
been archived successfully.
• The archiving object determines from which database tables
the data of a business object is to be taken for archiving and
which processing options exist.
• An archiving object has a name with a maximum of 10 characters.
This name is required to access the archiving run of the archiving
object via archive management.
• The archiving object defines which actions can be carried out
via archive management (transaction SARA).

Assignment of Tables to Archiving Objects
→ Transaction DB15:
Which archiving object/s

belong/s to a
specific table?

Assignment of Tables to Archiving Objects
→ Transaction DB15:
Which table/s belong/s

to a specific
archiving object?

2.2 Customizing of an Archiving Object
The developer transaction for archiving object definition is AOBJ.
Choose the
required
archiving object

Transaction AOBJ – Archiving object: Details
Mandatory
programs
Definition
indicators
The programs of an
archiving object.

Transaction AOBJ – Archiving object: Customizing Settings
Physical name of
archive files
is defined in
transaction FILE.
Check the Variant

if ‘Test flag’ is set
correctly.
In the archiving
object-specific The deletion
customizing area, program can be
you define technical started
settings. automatically
(directly after the
write program)
or manually.
Settings
for the
storage
File Storage Through SAP Archive Link /1
WRITE DATA
Write data to the file system...
DELETE DATA
…verify the archive file in the file system

and delete the data from the database...
STORE FILE
...store the archive file in storage system.

REMOVE FILE

WRITE DATA
STORE FILE
...store the archive file in storage system...

REMOVE FILE
DELETE DATA
…verify the archive file in the file system


WRITE DATA
STORE FILE
...store the file in storage system...

REMOVE FILE
DELETE DATA
…verify the archive file in the storage system


Interrupting Archiving Sessions (as of 4.70)
You can interrupt write jobs:
• Automatically through cross-archiving-object Customizing settings
• Manually through transaction SARA (Goto → Interrupt)
SARA: Goto → Interrupt

Continuing Interrupted Archiving Sessions
• You can only continue archiving sessions that have been “interrupted”
and are complete. This means all archive files have been processed by
the related delete program.
• You cannot continue failed or otherwise terminated sessions.
SARA: Goto → Continue

Better Control Over Archiving Process
Interruption and Continuation of Write Phase
• Administrator has better control over archiving sessions; especially useful
when only a specific time window is available for archiving
• Manual: Call from Archive Administration
• Automatic: Set space and/or time limit (Customizing)
• Availability of the ‚interruption‘-feature is dependent on the archiving object
(see definition in TA AOBJ).
Interrupted
Sessions

2 Archiving Object

3.1 General Information

3.2 Structure of Transaction SARA
3.3 Functions in SARA

3.1 General Information (1)
• Data Archiving is done in transaction SARA.

• Transaction SARA is started for each archiving object.
• Transaction SARA provides access to all functions that are
relevant for archiving:
• Preparation of archiving
(Customizing, related database tables, network graphic,
preprocessing actions)
• Execution of Archiving
(Start of write and delete program, monitoring of archiving)
• Postprocessing of Archiving
(Postprocessing actions, status control of archiving runs,
access to archived data)

General Information (2)
• Technically, it is also possible to start archiving programs outside

transaction SARA;
e.g. the programs could be started directly in transaction SE38.
• But: Especially in test phase, it is recommended
starting archiving programs via transaction SARA!
Please consider:
• The complete data archiving functions are only ensured, if they are
executed via Transaction SARA:
• Particularly, security checks that ensure data consistency
• E.g. avoidance of multiple archiving of the same data

3.2 Structure of Transaction SARA
1 2 3 4 5 6 7 8 9
Functions that are available

for all archiving objects
Archiving
Object Direct Navigation possible to
1 Network graphic
2 Documentation**
3 Job Overview (SM37)
4 Logs***
Functions/programs that are available 5 Customizing
for the individual archiving object 6 Database Tables (DB15)
• Mandatory: 7 Information System (SARI)
Write, Delete, Management 8 Statistics*
9 Check/Delete**
→ Actions that can be performed
for the individual archiving object
* As of 4.70 ** As of Basis 6.40
© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL *** As of SAP NetWeaver 2004s 34
3.3 Functions in SARA
Functions that are available for all archiving objects:

1) Network graphic
2) Documentation
3) Job Overview (SM37)
4) Logs
5) Customizing
6) Database Tables (DB15)
7) Information System (SARI)
8) Statistics
9) Check/Delete
Functions that are available for the individual archiving object:

• Mandatory functions:
Write, Delete, Management
• Further optional functions:
Programs for Preprocessing, Postprocessing, Index, Storage
Subsystem
→ Actions that can be performed for the individual archiving object
1) Network Graphic
• The network graphic is defined in the customizing of the individual
archiving object (AOBJ).
Direct Predecessor
Archiving Object
Date and status

of the last
archiving run

2) Documentation
Direct access to
archiving object specific
documentation.

3) Job Overview (SM37)
• Via button ‚Job Overview‘ you can see the archiving jobs
related to the individual archiving object.
• Please note that also archiving jobs are usually deleted periodically
(table TBTCP → deletion report RSBTCDEL)

4) Logs 1/2
Central Access to all protocols created by data

archiving, e.g.
▪ Job overview
▪ Job log
▪ Spool list
▪ Application log

Logs 2/2
• Via the parameter ‚Log Output‘ on the write program-selection screen,

you can define where to write the protocol:
▪ To the spool
▪ And/or to the application log

5) Customizing
• Via button ‚Customizing‘ you can easily navigate to all archiving-

customizing transactions related to the individual archiving object.
• The direct access to the application specific customizing is often
very helpful (→ check of archiving object-specific residence times).

Archiving Object Specific Customizing:
Technical Settings
• Remark:
If you access the ‘Archiving Object Specific Customizing → Technical
Settings’ via ‘TA SARA → Customizing‘, it is not possible to maintain the
Commit Counter for the delete program.
• The Commit Counter can only be maintained via TA AOBJ.

Archiving Object Specific Customizing: Archive Routing (as of SAP NetWeaver 2004s)
Define Rules and Conditions in Customizing
Archiving Object: FI_DOCUMNT

Based on
Rule CR Conditions
selection criteria
1 CR1 CC 0010 during write job
2 CR2 CC 0020
Fiscal Year 2001 - 2002

CR = Content Repository
CC = Company Code
Selection criteria
Database
for archiving
Archiving Rule 1
CC0010 CC 0010
Session 1 CR1
Archiving Rule 2
CC0020
Session 2 CC 0020
FY 2001 - 2002
CR2

Archive Routing
• Content repositories/archive directories can be specified based on

organizational units and/or time related criteria
• Archive routing is done on archiving session-level

• Rules are checked during write job and again during store job
• Rules are checked against selection criteria entered in the write
program variant
• Not all archiving objects are already archive routing-enabled

• If Archive Routing rules are maintained an additional button appears in
technical customizing

6) Database Tables
• Via button ‚Database Tables‘

you can directly navigate
to transaction DB15
and display the tables
that are archived
with the individual
archiving object.

7) Archive Information System (SAP AS)
• Via button ‚Information System‘ you can directly navigate to

transaction SARI/’Archive Information System: Central Management’.
• From here, you can access the main functions of SAP AS:
Archive Explorer, Status and Customizing
• Further details about SAP AS in chapter ‚Displaying Archived Data‘

8) Statistics
• Via button ‚Statistics‘ you can centrally display statistical information for
performed archiving runs.

Management
• Via button ‚Management‘ you get an overview about the status of the
performed archiving sessions; You also get some statistical information.
Statistical
information
Status

Tip: User Input
To see the selection parameter and

values for an archiving run, perform
right mouse-click → User Input
in SARA – Management.

2 Archiving Object

4 Tables ADMI_RUN and ADMI_FILES (1)
• For each archiving run, administration data is written to tables

ADMI_RUN and ADMI_FILES.
• The administration data is needed for the access of archived data.
• The content of tables ADMI_RUN and ADMI_FILES provides
detailed information about the performed archiving runs;
e.g., you get the following information per archiving object:
• Dates of the performed archiving runs
• Status of the performed archiving runs
• Number of deleted objects
• Sizes of the archive files
• Administration data/tables ADMI_RUN and ADMI_FILES
can be archived with archiving object BC_ARCHIVE.

Tables ADMI_RUN and ADMI_FILES (2)
Number of Date and time of Status of the

archiving session archiving session archiving session
Number of Size of the

archived archive file
objects [Byte]
Tables ADMI_RUN and ADMI_FILES (4)
To find out the meaning of the status displayed in ADMI_RUN
display table ADMI_RUN in SE11 (correspondingly for ADMI_FILES):
navigate via
double clicking to
the data element
navigate via double clicking

to the domain and
display the value range
2 Archiving Object

5.1 Accessing Data from the Application and Using Reports

5.2 SAP Archive Information System (SAP AS)
5.3 Archive File Browser (AFB)
5.4 Document Relationship Browser (DRB)
5.5 Available Reports and Transactions per Archiving Object for
Accessing Archived Data

5.1 Accessing Data from the Application and Using Reports
• As a rule, archive files can be read, analyzed, and reloaded into the
database.
(Reloading data is recommended in exceptional cases only!)
• What the individual archiving object can do depends on the
available programs which are provided by the application.
• Single document access and reporting of archive files occur
within the application.
• Before the SAP R/3 Enterprise release, direct access to individual
documents from the standard display transactions was not possible
for all (top-) objects.
• Examples of objects that have these functions are:
FI_DOCUMNT, SD_VBRK, MM_MATBEL, CO_ITEM.

Example 1: Standard display transaction FB03
Standard display
transaction of
FI-documents: FB03
Enter document
number
Search in the ADK

document archive

Example 2: Standard display transaction VA03 (as of 4.70)
The sales order is

displayed from
the archive.
Standard display
transaction of
Sales Orders: VA03

Accessing Archived Data using Reports
• Applications provide you with reports for the analysis of

archived data.
• Each application should provide at least one report
that can display archived data in an appropriate format.
• These reports must be entered in transaction AOBJ under
read programs so they can be executed from transaction SARA
under the Read/Analyze function.

Example: Report RFBELJ00 for the analysis of archived FI documents


Report RFBELJ00 displays the archived FI-document:

Exception: Reloading Data Back into the Database
• The reload function is not available for all archiving objects.

• Reloading data should only be performed in exceptional cases!
→ e.g. if you detected, immediately after archiving, an error
in the data selection, an error in the setting of the residence
time, or similar errors.
• If a reloading is necessary, it should be performed immediately
after archiving.
• The more time passed after data archiving, the higher is the risk of
data inconsistencies caused by reloading.

5.2 SAP Archive Information System (SAP AS)
The SAP Archive Information System (SAP AS) offers the following
capabilities and features:
• Offers a generic solution for displaying archived data
as a list and/or in a technical view format (Archive Explorer)
• Can be used to create archive file indices (info structures)
stored in transparent database tables (ZARIX*)
• Is a tool that is independent of the archiving object
• You can branch to the SAP AS from transaction SARA with the
Information System push button or use transaction SARI.

SAP AS → Customizing
Active infostructures are

filled automatically during
every delete program.
Generated infostructure table

and reporting program.
Fields selected
from field catalog
SAP AS: Filling Archive Information Structures
R/3
database
Delete
program Archive Archive
file file
Delete
Archive Archive
program
file file
Variant 1: Variant 2:
Fill during Fill manually
delete run from SAP AS
Archive
Information
Structure
table
SAP AS → Status
The whole infostructure

can be filled/deleted.
The infostructure can be

filled/deleted for single
archive sessions.
SAP AS → Archive Explorer
Selection parameters Fields selected

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL
from field catalog 74
This first „hit list“

bases on online data
(table ZARIX*)
When you navigate to the

details, the archive file
is accessed.

Further display functions

depends on archiving object
(table AIND_STR5)

Generated Info Structure Table (ZARIX*)

Generated Info Structure Report Program
With the prefix ‚GP‘

the report program can
be executed via SE38.

Infostructure, ZARIX-table and Report Program
Table AIND_STR2 stores the assignment of

Infostructure and corresponding ZARIX-table and report program.

5.3 Archive File Browser (AFB)
SAP Note 554232: AFB is part of SAP standard as of SAPKB62012
The Archive File Browser

 displays the content of archive files, independent of the status
(e.g. reloaded, invalid, to be archived)
 makes searching for archived data possible
 is a technical tool
 needs no customizing
 can be called with transaction AS_AFB

Archive File Browser - Transaction AS_AFB
Header Data
Navigation
Archive files
Data Object
Messages

Search for Table Contents 1/3



Search in Background 1/2

Search in Background 2/2
Run Program ASAFBSEARCH

5.4 SAP Document Relationship Browser (DRB)
• The SAP DRB is a tool with which you can display the linked
documents to an existing document.
→ Display of Document Linkages
• The SAP DRB is used to display the relationship between objects
that are part of a business event or that belong to a process.
• When searching for documents, the SAP DRB accesses both,
the online database and the archive files.
• The SAP DRB can directly be entered in transaction ALO1.

SAP DRB – Transaction ALO1

SAP DRB – Transaction ALO1

SAP DRB – Transaction ALO1 / 1
Via the DRB, you can see

and access the
related documents
(= Linked documents),
e.g. Outbound delivery
80009374
Double click

From the DRB-list,
you can navigate to the
single documents:
The Sales Order

is displayed with
standard display
transaction VA03
(as of 4.70).
The Outbound Delivery

is displayed with
standard display
transaction VL03N
(as of 4.70).


Object Types in DRB
◼ Customer Inquiry ▪ Incoming Invoice
◼ Customer Quotation ▪ Order Line Item
◼ Sales Order ▪ Purchase Order
◼ Customer Complaints Order ▪ Purchase Requisition
◼ Customer Contract ▪ Material Document
▪ Intermediate Document (IDoc)
◼ Customer Scheduling Agreement
▪ Workflow Workitems
◼ Customer Outline Agreement
▪ Billing Document
◼ Credit Memo Request
▪ Accounting Document Direct Input
◼ Group Master Contract ▪ Profit Center Document
◼ Debit Memo Request ▪ Account Cancellation Line Item
◼ Returns ▪ Financial Statement
◼ Outbound Delivery ▪ Special Ledger
◼ Sales Support ▪ Production Order
◼ Customer Individual Billing ▪ Production Order Confirmation
◼ Invoice List
◼ Accounting Document
◼ Controlling Document

5.5 Available Reports and Transactions per Archiving Object
for Accessing Archived Data
• MS Excel sheet
‘Reports & Transactions for Accessing Archived Data’
• This Excel sheet contains (per archiving object) a list of reports
and transactions capable of accessing archived data.
• The original version of this document is stored in the
SAP Service Marketplace under
/ilm → data-archiving → Media Library → Literature & Brochures

Reports and Transactions for Accessing Archived Data

2 Archiving Object

Important Sources of Information
Data Archiving Website
http://service.sap.com/ilm → data-archiving
Media Library  Presentations
• Introduction to Data Archiving
Media Library  Literature & Brochures
• Data Management Guide
• Introduction to Data Archiving
• Reports and Transactions for Accessing
Archived Data
Data Volume Management

http://service.sap.com/dvm
Archive Migration and Archive

Conversion
http://service.sap.com/slo

Data Archiving in Print
Detailed information about
▪ Technology and administration (ADK)
▪ Data storage and data access
▪ Implementation and archiving projects
Focus
▪ SAP R/3 Enterprise Release 4.7
Further components
▪ SAP BW
▪ SAP CRM
Authors
▪ Archiving experts at SAP
Published in German, English, and

Japanese
More information
▪ www.sappress.de
▪ ISBN: 3898422127 (German)
▪ ISBN: 1-59229-008-6 (English)
▪ ISBN: 4-8222-5130-6 (Japanese)
Data Archiving in Print (2nd Edition 2007)
SAP Customer Training
➔ BIT660 Data Archiving
◼ Level 3
◼ 3 Days
➔ BIT670 Data Archiving - Retrieval

◼ Level 3
◼ 2 Days
➔ BC680/WDE680 (USA/Germany)
◼ Level 3
◼ 1 Day
http://www.sap.com/education
Questions?
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Data Volume Management

Introduction to Data Archiving

3 Archiving Data with Transaction SARA

4 Tables ADMI_RUN and ADMI_FILES

5 Displaying Archived Data

6 Further Sources of Information

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 2

3 Archiving Data with Transaction SARA

4 Tables ADMI_RUN and ADMI_FILES

5 Displaying Archived Data

6 Further Sources of Information

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 3

• Data Archiving refers to the removal of application data

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 4

SAP Table VBAK Table VBUK Table VBPA

Data Archiving consists of two phases:

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 6

1 Write Job → n Archive File(s)

Archive Files are deleted

SAP Functions Partner Functions

• Contains archived and compressed data of an archiving object

• Max. file size and max. number of objects can be customized

• An archive file will only contain data for one specific

• There is one delete job for each single archive file

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 9

Posting Document Archiving Retention Time Deletion

3 Archiving Data with Transaction SARA

4 Tables ADMI_RUN and ADMI_FILES

5 Displaying Archived Data

6 Further Sources of Information

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 11

2.2 Customizing of an Archiving Object

2.3 Cross-Archiving Object Customizing

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 12

• The Archiving Object is a logical object of business related data,

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 13

Which archiving object/s

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 14

Which table/s belong/s

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 15

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 16

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 17

Check the Variant

Write data to the file system...

…verify the archive file in the file system

...store the archive file in storage system.

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 20

Write data to the file system...

...store the archive file in storage system...

…verify the archive file in the file system

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 21

Write data to the file system...

...store the file in storage system...

…verify the archive file in the storage system

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 22

• Automatically through cross-archiving-object Customizing settings

• Manually through transaction SARA (Goto → Interrupt)

SARA: Goto → Interrupt

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 26

• You cannot continue failed or otherwise terminated sessions.

SARA: Goto → Continue

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 27

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 28