Understanding data archiving
SAP Data archiving methodology involves the moving of infrequently used data to low-cost storage repositories. It's an integral part of the data management strategy. The main goal of archiving is to reduce the data load on the main database while retaining historical data required for future references such as audits or regulatory compliance.
Another interesting thing about data archiving is that once the data is archived, the information remains accessible to authorised users while its integrity remains protected. Furthermore, different technologies exist for successful archiving; for example, in the context of SAP, the Archive Development Kit (ADK) and the Archive Administration (transaction SARA) are used. But, in the non-SAP context, technologies such as intermediate archive implementations are used.
Do all systems have the same data archiving approach?
The right approach to data archiving depends on the system that you are currently using. If you take the example of the SAP systems, archiving in SAP S/4HANA completely differs from archiving in SAP ECC. That's because SAP S/4HANA runs on the in-memory database called HANA; limiting its growth is crucial because if you let the data accumulate in the system for a long time, it can lead to complex upgrades and increased costs. That's why businesses planning to migrate to S/4HANA must consider data archiving as their go-to option. This will not just help organisations with data optimisation but also allow them to comply with the relevant data privacy laws.
Key strategies to follow for effective data archiving
SAP Data archiving methodology requires careful planning and effective execution, and for that, you must develop an effective strategy for a seamless and streamlined process. Here are some of the key strategies to look at:
Define what data to be archived
Before beginning any data archiving process, the key factor to consider is to define and sort out which data to be archived. To run their day-to-day operations, organisations create vast amounts of data, which eventually accumulates and slows down the system's performance. That's why it's important to figure out which data must stay in the main database and which data needs to move out to another storage location. You can initiate this process by identifying how important the data is to feed your daily work needs, how much space it is occupying, and so on. If the data is inactive and sitting idle in your primary database, you can put it under the list of data to be archived.
Identifying data objects
Another critical approach for successful data archiving is to identify archiving objects. In fact, these objects are the foundation of data archiving. They act as the structure of data and the associated business objects that can be archived. Archiving objects help specify data to be archived and how, they are precise and describe which database objects must be handled together as a single business object. Furthermore, these archiving objects help organisations access and analyse the archived data when needed.
Define data retention periods and policies
One more important point for an effective archiving process is data retention periods, which help define the time length for which data must be stored in a secured location before you archive or delete it. It is quintessential for organisations to set retention periods for business, legal, and regulatory requirements. Moreover, these retention policies help balance storage costs and data accessibility.
It is important to define rules for blocking and deletion after the specified retention periods for a seamless SAP data archiving methodology. Data retention periods are set according to the purpose of retaining the particular data, which can differ from application management to invoice management, and so on.
Selecting the right archiving process
Choosing the right method of archiving is one of the most important things to consider before approaching the data archiving process. There are three types of archiving methods; the first one is comprehensive archiving, where you systematically store data in a separate storage location with long-term retention periods. The second one is selective archiving, where you only archive specific subsets of data based on pre-defined criteria instead of archiving a full set of data. The third one is catch-up archiving, where the data that was not archived on time is considered.
Considering the type of archiving
There are two main types of archiving, one is data archiving, and the other one is document archiving. Both are distinct from one another, and that's why considering the type of archiving plays a significant role in building a strong SAP data archiving methodology. If you consider the first type of archiving, it's a preferred choice for structured data, where data is moved from the live system to secondary storage, and the other type, which is document archiving, is for unstructured data such as Word files, PDFs, sales invoices, and so on. The second type of archiving occurs in real-time and can be stored on any content server. The third type of archiving is fiscal archiving, where you regularly freeze your data for a specific period of time.
Conclusion
Data archiving is an exceptional approach to controlling and managing data volume growth. But at the same time, it can be complex and full of challenges. The best course of action here is to join hands with an expert who can deliver remarkable results. An ideal partner can help you assess the overall data volume of your business and help archive it for long-term retention. After the successful completion of the project, an expert can also help you with ongoing support from a dedicated team to answer all your queries or issues.
Sign in to leave a comment.