- To improve system performance by reducing the size of
the SAP database. Data growth in the SAP system adversely
affects performance. Cannot just delete certain data to
government regulations, taxation (IRS) regulations, FDA
requirements, Govt. organizations, internal organizational
requirements, and audit requirements.
- To reduce the amount of time and effort required for
systems administration back-ups, client copy, upgrades,
month-end processes, etc.
- To reduce the amount of storage required for data. Significant
savings in storage space are realized through archiving.
- To avoid expenditures in hardware -both storage and
effective archiving the process utilized must provide the
required access to the archived data in order to satisfy
regulatory and organizational requirements. We will discuss
archiving and storage options in the next article.
archiving process saved expenditures in hardware (storage
and processing power) in addition to making systems administration
activities more efficient.
Many organizations that have implemented SAP are still
delaying the decision to archive SAP data. One reason is
that they regard archiving as an activity that deserves
very little priority. However, in reality archiving should
be a top priority if the optimum performance of an SAP system
is to be maintained.
To use an analogy an SAP system is like a train with several
carriages being pulled by the engine. If the carriages that
exist are full the reaction is to add additional carriages.
This process is only be a short term solution as the engine
just has enough power to pull a prescribed load after which
it begins to stall.
Also the longer the train runs there is a need for more
services such as food and facilities and the need becomes
greater as there are more people getting on to the train
Getting some of the load off the train is a more logical
solution; and the earlier this process is undertaken the
greater the benefits. There will be savings in the purchase
of new carriages or even having to add a new more powerful
With respect to the SAP system the data accumulates rapidly
therefore an archiving strategy and process should be implemented
early. Apart from the deteriorating performance due to the
increased load, other activities take longer. These include
backups, client copies, upgrades and even regular month
end jobs. Deletion of the SAP data is not an appropriate
solution in many instances as access to the data is required
by certain organizations; such as the FDA, the IRS/taxation,
Other govt. and regulatory agencies, and internal organizations.
Archiving early reduces the size of the SAP database and
maintains system performance at an optimum level. If retained
in the file system, the archived data is stored in compressed
form there is a significant savings in storage space. You
can also store the archived data off-line on external devices
such as optical devices, tape etc. depending on the frequency
The strategy you choose should be able to cater to all of
the organizational requirements-both internal and external
and at the same time reduce the load on the SAP system by
removing data from the SAP database.
In short, archiving is a must if an SAP system is to function
at its best.