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Introduction to Data

Archiving
Agenda
1. Overview
2. Data Archiving Basics
3. Data Archiving Applied
4. Access to Archived Data
5. Data Archiving Projects
6. More Information
Online
Data Archiving
Display
Access

Database File System Storage System

Application Data Data Objects Data Objects

Archive and Delete Store


Benefits
Value Generation

1
through Data Archiving powered by SAP NetWeaver

2
System Availability
Faster and easier upgrade to Use of Resources
higher software releases. Reduced hardware costs for
Shorter runtime for backup and Disk, CPU, Memory as well as
recovery. administration costs.

3
Better Performance
Shorter response times in dialog
4
Legal Compliance
Meeting data retention
mode for all employees. requirements and setting up
end-of-life scenarios.
Use of Resources Storage
Data Records
10 GB Savings Mirrors
20 GB
System Copies
80 GB
Archiving

Compression
to 20 %

2 GB 2 GB
Backup to Tape

Total savings in this scenario: 97.5%


Use of Resources
0 Hard disk costs represent less than a quarter of storage costs.

Distribution of Storage Costs


0 (Giga Information Group)

Various
(Training, other costs
10%

Personnel Hard disk

45% 23%

0 Administration costs for 1 Terabyte storage are five to seven times higher than the storage
costs
(Dataquest/Gartner) Storage Mgmt.
Environment
(Soft- & Hardware)
(Electricity, physical space)
19%
3%
Use of Resources
Administration Costs
Pressure from DB growth:


customers clearly perceive a direct
connection between database (DB) size and
Needs an average of the amount of time needed to complete their
50% DB Growth
24% extra time
workload, e.g. if the database doubles in size,
they would need roughly 50% extra time just to
keep up.
Needs an average of
100% DB Growth 50% extra time


This team [the ERP Operations or Basis team]
has a finite staffing level, i.e. number of person-
Needs an average of hours available, so 50% extra time would be
200% DB Growth 80% extra time
massively painful. This means that highly
efficient data archiving and database
reorganization procedures are crucial.

Grahics and quotes from ERP Terabyte Club


Critical Operations, Best Practices Survey
SAP, ASUG, AMR Research
December 2007
Link to the full survey
Better Performance Through
Reduced DB Size
Best Practice Capacity Panning

Frequency of Performance Problems Performance Problems: The Most Likely Frequency of Capacity Problems
3% Daily Root Causes 2% Monthly
4% 13% 24%
Weekly Quarterly
0,9
7% Biweekly Annual
0,8
Monthly Ad Hoc
9% 0,7
Quarterly Never
0,6
Annual
0,5
Never
0,4 18%
0,3
38% 0,2 39%
0,1
0,0
26% 1: Custom 2: Database 2: Batch
17%
Code Too Big Processing

Even if the infrastructure platform has been properly sized performance problems can arise out of the blue.
For Terabyte Club companies capacity planning is an essential best practice to support performance
management, not a luxury.
Graphics and quotes from ERP Terabyte Club
Critical Operations, Best Practices Survey
SAP, ASUG, AMR Research
December 2007
Link to the full survey
Better Performance Areas of
Improvement
0 Reduce display of mature data
0 Faster
2500 DB access

0 Faster access to single documents


2000 MSEG MB MB51 msec
MB / msec

1500

1000

500

0
Month 1 Month 2 Month 3 Month 4
Number of Legal
Requirements Keeps
Increasing
Laws and regulations affecting ever more media and data types

Laws and regulations growing across industries and countries

Laws and regulations requiring data to be kept for longer periods


Agenda
1. Overview
2. Data Archiving Basics
3. Data Archiving Applied
4. Access to Archived Data
5. Data Archiving Projects
6. More Information
Data Archiving and
SAP Business Suite StorageStorage
System
Partner (Optional)

ArchiveLink
Storage
System

Database File System Storage System


HSM
System
Alternative
Storage
Application Data Data Objects Data Objects
Data Archiving in Relation to
Optical Archiving
Incoming Outgoing
Documents Documents

Hyperlink

Archive Files
Print Lists
Archive Development Kit
Runtime solution for data archiving
(ADK)
Development tool for data archiving solutions
SAP
Application developers integrate archiving functionality into the application
Customer
Archiving solutions for customer-specific tables and extensions

SAP Business Suite


Database Applications

ADK Adjustment of code page, number format, structure


changes, compression, file handling, job scheduling

Archive Files
Archiving Object
Definition of logical units in business processes

All programs required for archiving, for example preprocessing, read,


write and delete programs

Definition of required Customizing


Archiving Object

Customizing Data

Programs
Archive Administration
Access via Role or
Transaction SARA
Archive Administration
Central Access to Archiving
Logs
Archive Administration
Tables and Archiving Objects
Archive Administration
Archive Information System
Archive Administration
Statistics
Archive Management
Overview of Archiving
Sessions
Table Analysis
0 Table Analysis (transaction TAANA)
Overview
0 Distribution of table entries over selected fields, e.g. periods of
time and/or organizational units
0 Persistent storage of the analyses
0 Comparisons
0 Reviews
Table Analysis the Functions
Variant Definition

Header

Analysis Details
Archive Routing on Different
File System Content Repository
Levels File System CR

Archiving Germany A Germany 1


Object USA B USA 2

Canada C Canada X

For storage systems connected For storage systems connec-


through file system (HSM, ted through ArchiveLink (DVD,
magnetic disc systems) WORM/MO, CD)

Selection criteria Datenbase


for archiving
Company Code 0010 Rule 1
Archiving CC 0010 ContRep. 2
Session 1

Archiving Company Cod0e 0020 Rule 2


CC 0020 ContRep. 6
Session 2
Defining Rules in Archive
Routing

Possible to define more than one content


repository per archiving object using rules

Possible to define more than one condition


per rule
What Happens When You
Archive?

If Archive Routing has been maintained, selection


criteria in variant must fall inside intervals entered in
rules
Archive Routing in Detail
0 Content repositories can be specified based on
organizational units and/or time related criteria.
0 Each content repository requires a separate archiving
session.
0 Rules, if used, must cover ALL data ranges to be archived.
0 No wildcards possible
0 Range must fall within the range of the data specified by the
rule
0 Rules are checked during write job and again during store
job.
0 Checked against criteria entered in the write program variant
0 When no rules exist, the program uses original customizing
settings.
Agenda
1. Overview
2. Data Archiving Basics
3. Data Archiving Applied
4. Access to Archived Data
5. Data Archiving Projects
6. More Information
Accessing Archived Data
Database Retrieval from DB + Archive
Business processes Business view

DRB Application
SAP System Archive Files

AS
100%
ADK

x% Index / Archive Infostructure


Archive Information System
0 Flexible creation of archive file indexes
0 Configurable infostructures stored in transparent database
tables
0 Manually filled using selected archive file(s)
0 Automatically filled during archive delete phase
0 Retrieval of archived data
0 Technical view for all archiving objects
0 Document lists
0 Based on infostructures
0 Based on ad hoc evaluation of selected archive files
0 Use of display variants
0 Generic tool also for customer developments
Using the Archive Information
SystemSelection of the archiving object
Archive Information System
Archive Retrieval
0 Archive Retrieval Configurator
0
Archive Explorer 0 Selection of the required field
Configurator
catalog
0 Selection and activation of the
Create Read desired infostructure
Archive
Information 0 Status Management
Structure 0 Fill the infostructure with the
required archive file content
0 Archive Explorer
0 Select infostructure
0 Make field selections
0 Browse document list
0 Detailed display from the
Archive Files archive
Archive Information System
Partitioning Reduce the size of info-structures by
distributing the data across several
tables

For more information, see SAP Note 865360


Document Relationship

Browser (DRB)
User Interface
Archive Explorer
Transaction ALO1
User role SAP_DRB
Application transactions

Display

Database
Display of business processes across archive
and database boundaries

Application Infra- Archive


Data structure Files
DRB Find Related
Documents
DRB Display the
Relationship Tree
Display Archived Data from
Within an Application
Exception: Reloading
Archivedonly in theData
Reloading archived data back into the DB should be
considered following cases:

1
0 Scenario
Reload in the test system
0 Data in a test environment can
2 Scenario
Reload immediately after
archiving
be reloaded at any time, since Restoring the database due to an
this does not affect operational error (e.g. incorrect selection,
data (cannot result in business incorrect customizing of residence
inconsistencies) times)

Reload function is not available


for all archiving objects
Agenda
1. Overview
2. Data Archiving Basics
3. Data Archiving Applied
4. Access to Archived Data
5. Data Archiving Projects
6. More Information
Finding the Right Time
1
A healthy System
Data Archiving should not be seen as the last
resort for preventing total system collapse
after all other means have been exhausted.

2
Early Planning
Ensure that the performance of your
systems remains efficient.

3 Interdisciplinary Process
Data Archiving requires a high degree of cooperation between
user and IT departments.
Table Growth in Accounting at
a Customer Site
500
450
Database Size

400
350
300
[GB]

250
200
150
100
50
0

Month 10

Month 11

Month 12
Month 1

Month 2

Month 5

Month 6

Month 7

Month 8

Month 9
Month 3

Month 4
Date

Date Size in GB Monthly Growth in GB


Month 1 33.17 1.90
Month 2 36.09 2.92
Month 3 73.78 37.69
Month 4 137.96 64.18
Month 5 190.01 52.05
Month 6 256.99 66.98
Month 7 324.87 67.88
Month 8 376.00 51.13
Month 9 428.37 52.37
Phases of an Archiving Project
Build Data Design and Implemen-
Test
project team analysis conception tation

Project leader Table size Documentation SAP Notes Test phase


IT area Growth rate concept Transports evaluation
(audit) Preparations
User area (audit) Accompanying Variants
archiving object Archiving Implementation
Application concept Server
representative Dependencies configuration Follow-up
Business
External Legal Customizing
requirements Technical
Storage system
Residence time Implementation
plan Carry out
Access archiving
requirements Activities session
Authorizations Schedule Postprocessing
Storage Long-term if required
system/medium archiving
schedule
End-of-life of
data Management
of archive
files
Considerations Before Data
Is the data Archiving
still required?
Yes Can the data be
summarized?
Yes
Summarize
data

No No Yes

Can the data be deleted?


Deactivate
the creation No Yes
Delete
of the data data!

Can the data be archived?

No Archive
Yes
data!
Data
remains
in the
database
Detailed Data Archiving
Statistics
0 Automatically collected statistics can be used to
0 Demonstrate the use and need for data archiving
0 Better plan future archiving projects
0 Recognize resource bottlenecks early on
0 Statistics can be
0 Stored
0 Displayed
0 Standard statistics log
0 Analyze statistics in Archive Administration (transaction SARA)
0 Space information: Database space and disk space
0 Amount: Number of data objects, structures, and delete jobs
0 Time: Job duration
Rule of thumb: Compression factor of five DB size vs. file size
The greater the number and the variation of archiving
objects used, the closer the factor is to five
Statistics