A SAP system creates lots of data. Every output, every transaction executed, even the smallest material movement generates a document. After the initial implementation the database starts rapidly to grow.  Archiving comes to mind first, when the database bloats or the growth rate is very high. Usually also the users complain about long response times.

The word ‘archiving’ raises resistance and fear for loss of data. SAP has taught the users to think that all data since the beginning of history is available. A prerequisite for a successful archiving project is to convince the users that archiving does not mean deleting data.

SAP Data archiving removes data from the data base. Data Archiving deletes old accounting documents, sales orders, deliveries, invoices and writes them to archives. Document archiving means storing inbound and outbound documents (invoices, delivery notes etc.) in archive.  Print List Archiving writes SAP reports (e.g. financial statements) to archive.

Document Archiving and Print List Archiving do no remove anything from the database.

1. Data Archiving

The data removed from the database is first written to archive files in the SAP system and then stored to archive system. The system knows,  where the data is and can still Access it. How and in which form – that is something the users need to learn  during the archiving project.

2. Document Archiving

Document archiving stores original documents and links them to SAP transaction data. Examples of such documents are scanned invoices, delivery notes, purchase orders etc.). It is also possible to create and store the documents directly from SAP transaction (billing, delivery, purchasing).  Different SAP methods are used for this (Archive Link, Generic Object services, DMS, Records Management). These documents are linked to SAP documents and be opened from the attachements.

3. Print List Archiving

Print lists are the result of report runs in the SAP System, for example, accounting reports. These can be stored in the archive system. The reports are printed normally to spool. When “Archive” is selected in the print parameters, the reports are autotically transferred from spool to storage.