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Shashidhar Thumma
October 7, 2020 | 17 minute read

SAP Archiving Process and

Configuration Steps

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Hello All,
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SAP HANA (In fact Any DB which implies with SAP), SAP’s in-memory database
system is extremely rich in features and has the capacity to process several
 RSS Feed terabytes of data without a sweat. As data volumes and size is growing
exponentially, customers/corporate ITs are now in various stages of considering
migrating to SAP on HANA.

While building the business case for such migration, we need to most definitely
consider implementing some proven best practices to bring down the overall cost
of such migration. One such best practice is the archiving of SAP data before the
migration. With the larger size of structured and unstructured data, the need to
archive SAP data is very critical but not often discussed best practice.

There are several reasons why this is a best practice to implement now:

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>SAP Charges on HANA based on volume: The more data you’ve got to process,
the more expensive it’s going to be.

>Data supposed to grow will be a certain intrinsic value. Any data that is seldom
used should be archived to have a good performance for SAP HANA. Therefore,
one needs to create a plan to archive old, not often used data that is not critical to
on-going real-time operations. A spare system always brings down costs at the
time of SAP migration.

SAP HANA stores data on a persistence layer (data and logs). When you start
your database the data is loaded into the physical memory. Not all the data is
loaded into the memory at this moment. Only those tables that have the
PRELOAD flag enabled will be loaded into the memory. It is also possible to
enable the PRELOAD flag just for some columns of the table.

The SAP HANA database will load tables and columns into memory when those
are required. This could happen because of explicit access, explicit load, index
load/recreation after optimizing compression, etc. For example, if I execute a
SELECT * FROM TABLE and I have enough memory that table will be fully loaded
into memory in case it wasn’t. If it is a huge table (like tens or hundreds of GB)
then OOM situations could appear.

On the contrary, HANA unloads tables from memory in certain situations. For
example, when the SAP HANA database runs low on memory, on
MERGE/SHRINK situations or when the UNLOAD of the table was explicit. A high
number of loads/unloads could affect the performance of the system since the
database have to bring the table/columns before the process using it can access
it. You can read a lot about LOAD/UNLOAD operations in SAP HANA in the SAP
Note 2127458 – FAQ: SAP HANA Loads and Unloads.

Remember, in SAP HANA the size of a table usually means a memory

requirement so the database can load the table in memory. If the table doubles
its size on the persistent layer that will mean that if we want to load that table in
the physical memory we will need a double amount of memory. This is not 100%
accurate but it helps to describe my idea:

Size of a table = Space on the persistent layer = Physical memory = Money

If we don’t archive or delete data from our database sooner or later we will run
out of memory. When HANA runs of memory when OOM situations start to
appear and people scream because the process is being canceled. Also, if we run
Calculation Views on the SAP HANA database (for example from a BW Load
Chain) the number of rows managed by the calculations views will increase. This
means that the calculation view will take more memory to be processed, more
time to finish, etc.

An enormous amount of data growth in SAP Systems causes degradation of

system performance and user productivity. high costs due to larger storage
volumes with high redundancy as well as administration costs due to long backup

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and maintenance windows. Nevertheless or furthermore being said, larger

databases cause longer system downtimes during upgrades and restorations.

Benefits of DATA Archiving

1. Reduces cost of infrastructure (storage, memory, and computing)
2. Reduces administration costs
3. Ensures cost-efficient system upgrades and migrations
4. Improved SAP Application performance.

Data Archiving, in general means moving 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 functionality provided within SAP applications 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.

Data Archiving only “frees up” space in the database during the archive delete job

To actually, reduce the database size:

Index Reorganization
Tablespace Reorganization

“Archiving” refers to the process associated with copying data and supporting
documents from an active system (SAP) to an external source (Open Text) for the
purpose of deletion and/or storage for later retrieval.

There are basically 2 approaches suggested by SAP to archive data:

SAP Classical Archiving

ILM (Information Lifecycle Management)

Here in my blog post will be covering only ‘Classical Data Archiving’ at present
scenario:

What is an Archiving Object?

Archiving objects is a central component of SAP Data Archiving. Archiving Object
specifies which data to be archived and how. The archiving object directs the SAP
Archiving system to get the correct tables to be associated with the specific
business object. The archive object can be 10 characters long in length.

Archiving objects are defined using Archive Object Details (AOBJ):

We set the following parameters for each of the Archiving objects –

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Logical File Name

Logical file name for the archive file in which the data is stored, platform-
independently.

Note: The logical file name must already have been maintained with the
transaction FILE (Definition of logical file paths).

Archive File Size

If one of the following parameters is exceeded when writing the archive file, the
system closes it and automatically creates a new one:

> Maximum Size in MB

> Maximum number of data objects

Note: The maximum size of an archive file is 2048 MB.

Settings for the Delete Program

> Commit Counter
Number of data objects after which the delete program performs a COMMIT
WORK

> Test Mode Variant

Test Mode Delete Program Variant

> Production Mode Variant

Production Mode Delete Program Variant

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Delete Jobs
> Do Not Schedule
The delete jobs are not started automatically.

> Start Automatically

The delete jobs are started immediately after the write program has created an
archive file. The delete and save phase sequence can be:

> After event

The delete jobs are started by an event. The field Event must contain the name of
the event which is linked to the delete job. If the event requires a parameter, it
must be in the field Parameter.

> Create Index

Determines whether the data objects to be archived are put in the ADK Index.

Postprocessing Program Settings

If you have selected an archiving object which uses a post-processing program,
you can maintain the following parameters here:> Production Mode Variant
Production Mode Post-Processing Program Variant> Start
Automatically determines whether the post-processing program is to be called
automatically after deletion.
Saving File in Storage System
If your system has a storage system, and you want to save the files in it, you can
make the required settings here:

> Content Repository

Content repository name

> Start Automatically

Determines whether an archive file is to be saved in the content repository
automatically.
Sequence
This time saving in the content repository is determined by the sequence in
which the archive files are processed after their creation:

 Delete Phase before Saving

The archive files are saved in the content repository after the delete program
has processed the file in production mode. If the delete program is in test
mode, there is no automatic save afterward.
 Save before Delete Phase
The archive files are saved in the content repository after the write program
has created an archive file before the delete program starts. The delete
program can only process the file after it has been saved. The Delete Program
Reads from Storage System flag controls whether the delete program reads
the data to be deleted from the archive file in the storage system, or in the file
system.

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Note: If Start Automatically is selected in the delete program settings, the delete
program is called after saving the file. It makes no difference whether the delete
program is in test or production mode. Analogously, the delete jobs are
scheduled and started automatically after the event, if After Event is selected.
Save your entries and go back to the initial screen of the transaction AOBJ.
Important settings to set
Max size in MB or the max objects
Check the variants (some variants for production have still deliberately the
test tick box as on: you have to change it)
Best to leave the delete jobs to Not scheduled (large archiving runs can create
many files and many deletion jobs to kick in at the same time): best to do this
manually in a controlled way
Start storage automatically or manually is a choice for you
Best to store before deletion. This is the most conservative setting.
Best to delete only from the storage system: if file is not stored properly in any
way, deletion will not have. This is the most conservative setting.

How to Identify Specific Objects to be Archived?

There are other ways to reduce the memory used by a SAP HANA database. I
want to focus on archiving and deleting data since they are two of the easiest way
to reduce the memory consumption. The next step is to know which tables we
can reduce and how to do it. First, about knowing the tables we can use the
following options:

Perform a DVM (Data Volume Management) Analysis Report on a Solution

Manager 7.2 for the SAP HANA Database and the SAP system using the
database. Basically the Solution Manager will connect to the database, check
the biggest tables and provide some recommendations that we can follow to
reduce its size. The DVM configuration is super easy, just follow the wizard on
the Solution Manager.
Check the biggest tables in the SAP HANA Database and find notes and
procedures to archive/delete data. We can do it in different ways:
Using transaction DB02 and the option System Information – Large
Tables. Order by Estimated max Memory Size in Total and Top Space
Consumers.
Using the SAP HANA Mini Checks in the SAP HANA Studio.
Using Transaction TAANA (which stands for Table Analysis:
Administration) helps identify the distribution of data within a table.
TAANA can also identify the volume of archivable data and any archive
file routing requirements.
Using Transaction DB15 is used to identify 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.
Also, analyze performance with transaction ST03N for possible archiving
objects. E.g., Material documents table MSEG can be a very large table,
and archiving MM_MATBEL can improve runtime for MB51).

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Tx. DB02:

Tx. DB15:

Configuration of Archive Objects

For creating custom Archive objects, go to Tx. AOBJ -> Click on ‘New Entries’.

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1. Structure Definition

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.

       2. Tables from which you only Delete Entries

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.

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       3. Maintain Network Graphic

This contains the list of pre-requisite Archived Objects that need to be archived
before the actual archive objects. This is pre-configured for the Standard SAP

       4. Customizing Settings

This should be configured as per business requirements. 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 manually for the particular archiving object.

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       5. Archiving Classes Used

This contains the details about the Archiving classes used by the particular
Archiving Object.

       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.

       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.

       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.

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       9. Exit Routine Assignment Generation

This contains details about the customizing code (user exists / Business add-in)
in the archive and delete programs.

Archive Programs

The mentioned programs in the SAP system should be assigned to the Archiving
Objects.

1. Preprocessing (Optional)
This program prepares the data for archiving making the data setting for deletion
indicator to X, but it does not delete any data from database. It just operates with
database.

2. Write

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It creates 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.

Test mode
Production mode

In 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 processing modes:

Test Mode
Production Mode

In the Test Mode, the log after the execution shows the entries of the data to be
deleted from the database, whereas in the Production Mode it shows the
statistics of the deleted data from the database.

4. Post Processing (Optional)

It also operates on the Database and does not require any Archive files. This is
final program can be executed asynchronously with the delete program.

5. Reload Programs (Optional)

This program is used to reload the archived data from the external storage
system back into the respective SAP Database tables. It is not available for all the
archiving objects.

Note: For audit purpose , we revert the data to database.

6. Index Programs (Optional)

This program builds or deletes an index that allows individual access.
Infostructure created for archive objects (via SARI) acts as index to the archived
data.

Check Archivability
Checking the Archivability 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 (Cross-Archiving object Check Program or Archiving object-

specific check/preprocessing program). If a business object meets
Archivability criteria, it is set to status “Archivable” and can be written to the
archive.
2. Has reached the desired residence time

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3. Does not serve as the basis for business objects for later updating in
database.

Residence Time: Amount of data which will be available in online before it meets
Archivability criteria.

Retention Time: It is the entire time where data spends in Archive format before it
gets deleted from the actual database.

Setting up connection between the ERP System and the

External Storage System
1. Maintain the Content Repository (OAC0)
The contain repository is maintained for every archiving object. Below is the
content repository maintained for MM_EKKO.

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2. Maintain the Document Type (OAC2)

The document type is maintained by Tx. OAC2. Every Archiving Object is
associated with the document type which is in turn linked to document class. The
document class identifies the archive format for the document in the Content
server.

3. Linking the Content Repository to Document Type (OAC3)

In transaction OAC3, the content repository will be linked to Document Type.

4. Maintain the Logical Filename (FILE)

Archived data is stored in archive files in the file system/3rd Party Storage (Like
PBS Software etc.)

If an Archive file is created by the write program, then it’s a physical file name is
derived from a logical file name.

In the same way, the physical pathname is derived from a logical pathname. The
logical file name and the logical path should be maintained to get an appropriate
physical file name and physical pathname.
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Defining a Logical Path Name:

First, determine the target directory in which you want to create the archive files
of a certain archiving object. The physical name of the directory is stored in a
logical pathname.

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Suppose, You have created a subdirectory called “archiving” for archive files in
the global directory. The physical pathname should be defined as follows:

<P=DIR_GLOBAL>/archiving/<FILENAME> (syntax group UNIX)

<P=DIR_GLOBAL>\archiving\<FILENAME> (syntax group WINDOWS NT)

Defining a Logical File Name:

Assign a Logical File Name to the Archiving Object:

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Step by Step Procedure for Data

Archiving
1. Go to Tx. SARA, and enter the Archive Object. Example: MM_EKKO (Purchase
Documents)

Click on the ‘Preproc’ button. This step is optional.

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 2. Give the variant and click on the maintain button. Next screen is displayed.

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”.

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5. Give the meaning for the variant here and click on “save”

6. Go back to initial screen. Click on ‘Start Date’ Button.

7. Click on ‘Immediate’ button to schedule the background job and save.

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8. Now click on Spool Params and set the printer here.

9. The initial screen is now displayed as below in green status.

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10. Click on ‘Execute’

11. Repeat the same procedure from 2 to 10 for Archiving object MM_EKKO
(Purchase Documents) using write program by maintaining the Variant ‘TEST2’
along with same selection criteria as given for preprocessing program and click
on ‘Execute’ button.

12. Click on ‘Job Overview’ button to see the archived session.

The above preprocessing and write jobs are in below format:

ARV_MM_EKKO_SUB*******

ARV_MM_EKKO_WRI*******

For remaining storing and deleting jobs are performing with the same process as
did for preprocessing and write programs. Below are the jobs where it is triggered
for remaining programs for various Archive objects MM_EBAN, MM_MATBEL and
completed successfully.

13. Select the Job and Click on the Spool to view the output.

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Accessing the Archived data

Users can access the archived data by Archive Information system (Direct Tx.
SARI).

Users can check the Archive Information system by clicking on the ‘Information
System’ button in the Archive Administration (Tx. SARA).

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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, we use Tx. SARJ, or clicking on “Customizing”

button in the Archive Information system: Central Management.

Note: The standard Infostructure SAP_DRB_MM_EKKO is used here.

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Activating an Infostructure:
To use an Infostructure, the user must activate the Infostructure. All the standard
Infostructure will be already activated. Only after activating the Infostructure it
can be filled with data from an archive file and evaluated.

Once the Infostructure is activated, it cannot be modified.

Evaluating an Infostructure:

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The data from the archive files can be retrieved using “Archive explorer” by Tx.
SARE, or by clicking on “Archive Explorer” button in the Archive Information
System.

The archived data is displayed as below:

Best Practices for Archiving objects

The most common approach is to implement archive objects in this order:

Technical (IDOCs, Application Logs, etc.)

Transactional Data (Financial, Sales, etc.)
Master Data (Materials, Sales, Shipment documents, etc.)

Conclusion
This blogs gives detail process flow “Strategy” and configuration steps
“Approach” which overall portrays designing part of Data Archiving.

If the data is archived in accordance with rules (Archiving Project, Basic

principals and Country specific legal regulations) are met, the write program
stores the archivable data from the operational database in archive files. You can
display this data using various read programs.

You can recover the archived data using reload programs. During the process, the
reload program reads the data from the archive files and then reinserts it into the
operational database. However, this is only permitted in an emergency (for
example, if the Customizing settings are incorrect or there are technical
problems). To avoid misuse of these functions and the risk of inconsistencies
occurring through bringing old data into the operational system, you can only
reload archived data to the operational database within a period of five days after
successful archiving.

Useful links: Technical-specific preparation

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“Archiving your SAP Data” by Ahmet Türk, a reference book by SAP Press.

SAP Library – Introduction to Data Archiving

Benefits of Data Archiving – ASUG

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8 Comments

You must be Logged on to comment or reply to a post.

Roland Kramer
March 12, 2021 at 9:32 am

Hello Shashidhar Thumma,

nice an comprehensive Blog about the SAP Archiving Process and the Configuration.

In case you are not aware, you can also use the SAP IQ Database for various data targets as well.

See the Blog - https://blogs.sap.com/2021/02/17/sap-ilm-store-based-on-sap-iq-database

Best Regards Roland

Like 0 | Share

Abhilash Pradhan
June 14, 2021 at 8:12 pm

Nice blog to understand archiving.

I have a question, We want to archive deliveries and all associated documents along with it . We have
checked individual objects and all are working. Is there a process where we can run all the archiving objects
at once ?

Similar for Sales order , we want to run a single program or tcode and archiving everything for the sales
order, deliveries, shipment, GI , Invoices  . Is there something in standard for the same .

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Regards,

Abhilash

Like 0 | Share

Philippe Pfleger
September 16, 2021 at 7:45 am

Thank you very much for this very good blog.

I have a question regarding S4HANA and its PREDICTIVE ANALYTICS functionalities.

Can those applications access the ARCHIVED DATA?

I was told that it CANNOT and therefore we became very conservative and keep a longer period of data in
the database until we have upgraded to S4HANA and tested those applications.

Thanks

Philippe

Like 0 | Share

Ahmed Amer
December 14, 2021 at 12:10 pm

Does the Sandbox contain table data that can be archived for testing?

Like 0 | Share

B. Groot
December 24, 2021 at 9:11 am

Good overview! Thanks!

Can archived data be moved to another SAP system, e.g. in case of selling part of a company?
In sap note 460620 it is mentioned that a DM&LT service can be performed for this. Also, an "archive
migration for archive files" can be used using the ADK. However, no additional information can be found on
this, except for some specific PI archiving object:
https://blogs.sap.com/2020/10/07/sap-archiving-process-and-configuration-steps/ 28/30
2/24/23, 4:03 PM SAP Archiving Process and Configuration Steps | SAP Blogs

https://help.sap.com/viewer/0158596e99ae4f7386f5c302d343368c/7.5.22/en-
US/45e42d7265b66976e10000000a1553f6.html

Is there more information available on this?

Thanks & Regards,

Bart

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Ron Buchanan
April 19, 2022 at 8:51 pm

Can an infostrucuture be migrated to another environment or does it need to be created in the new
environment?

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Martin Steger
April 20, 2022 at 7:38 am

Hi Shashidhar,

after archiving is finalized - what is the best approach to get rid of archived data which has reached the
retention time?

Can i simply delete the archive files from the archiving file sytem?

Thx and Best Regards

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https://blogs.sap.com/2020/10/07/sap-archiving-process-and-configuration-steps/ 29/30
2/24/23, 4:03 PM SAP Archiving Process and Configuration Steps | SAP Blogs

Troy DesBarres
February 10, 2023 at 4:55 pm

Hi Shashidhar,

This is a very good article thank you so very much for putting it all together. I have one question that I can't
seem to get my head wrapped around.

Once the Store is done and I see the archived document in a directory structure and its given a document
id. Where is that document id then stored in SAP. Will they all reside in ADMI_FILES under the
ARCH_DOCID column or is it a different table depending on the Archive Object?

Thanks again this was so helpful.

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