SAP Data Archiving and Image Archiving 101 SESSION CODE: 1423

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SAP Data Archiving and Image Archiving 101

Karin Tillotson – The Coca-Cola Company Tom Riggs – Warner Brothers

John Walls – Verbella CMG Linda O’Connor - SAP

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 Learn about SAP Data Archiving and Image Archiving

 Hear some best practices for SAP Data Archiving and Image Archiving

 Hear from SAP about the SAP ILM (Information Lifecycle Management) Roadmap

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 SAP Data Archiving – Getting Started

 SAP Database Analysis

 Accessing Archived Data

 Archiving Best Practices

 SAP Image Archiving – Getting Started

 Background, Architecture and Terms

 Most Common Archiving Scenarios

 What Not to do!

 SAP ILM Roadmap

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SAP Data Archiving

– Getting Started

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 SAP Data Management is needed:

 Curtail DB growth  Improve ROI

 Improve performance

 Comply with policies and regulations

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 SAP Data Management includes:

 Standard SAP data archiving: ADK (Archive Development Kit)

 Data Archiving Process (DAP) for BW InfoCubes and ODS objects

 Housekeeping: Standard SAP programs to purge specific data within tables without archiving requirements

 Prevention, aggregation, and summarization of data  An ILM (Information Lifecycle Management) Solution

 A strategy for managing data from creation to destruction

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 SAP Document Management:

 SAP standard functionality to manage incoming and outgoing documents in SAP

 Uses ArchiveLink interface to manage storage of documents

 SAP Document Management Includes:

 Generic Object Services  Archiving Scenarios

 Printlists and outgoing documents

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 SAP Data Archiving is the process of moving:

 Static

 Rarely accessed

 Historical data

 … from the transactional system (database)

 … to other storage (file system, 3rd_{-party external storage)}

 … while maintaining acceptable user access to the archived data

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 Archiving Terms

 Residence Time  Retention Time

 Common misconceptions

 Once data is archived, it is no longer accessible

 3rd _{-party storage solution is required to support standard}

SAP data archiving

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 SAP provides approximately 800 standard SAP archiving objects

 Only a small % of archiving objects will address a large % of your SAP database

 Usually <20 Archive Objects will address most of your database

 Transactional data, rather than master data, is typically targeted for archiving, at least initially

 In order to qualify for archiving, data must be business/technically complete, and meet a defined residency time

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 Each archiving object addresses a single business object in SAP

 Technical Archive Objects

 IDOC’s, Application Logs, etc.  Transactional Archive Objects

 Financial Documents, Sales Orders, Purchase Orders, etc.  Master Data Archive Objects

 Material Master, Vendor Master, etc.  Custom Archive Objects

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 There can be dependencies between archiving objects

 Recommendation: SAP Network Graphic

 Example: Transactional Data before Master Data

 There are functional dependencies

 DART (Data Retention Tool) before relevant archiving objects (FI_DOCUMNT)

 Extract ERP data to BW before archiving

 Electronic storage of outgoing documents, such as Billing Documents (Customer Invoices)

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 Archive Configuration – Key Steps

 Set up archive file definitions

 Logical file path definition

 Logical file name definition

 Detailed information in SAP Help Portal and SAP Note 35992  Set up archive object customizing settings

 Transaction SARA or AOBJ  Set up content repository

 Transaction OAC0

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 SAP Data Archiving – Getting Started

 SAP Database Analysis

 What Not to do!

 SAP ILM Roadmap

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 Transaction DB02OLD  Transaction DB02

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 Transaction DB15

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 Transaction TAANA

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 Accessing Archived Data

 What Not to do!

 SAP ILM Roadmap

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 There are multiple options to access archived data

 Standard SAP

 Document Relationship Browser – (DRB) – transaction code: ALO1

 Archive Information System – (AS) – transaction code: SARI/SARE

 Single document display

 Standard “archive-enabled” ABAP reports

 Report Writer “archive-enabled” queries

 Archive file browser

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 3rd Party or Custom Solutions

 PBS

 OpenText

 Custom developed “archived-enabled” ABAP reports

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 Available access methods impact:

 Transparency to end users

 Impact on business (training, communications, knowledge transfer, etc.)

 Response times

 Most methods provide very reasonable response times

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 Some SAP transactions are archive-enabled

 Transaction KOB1 -> Extras -> Data source

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 Document Relationship Browser (DRB)

 Transaction ALO1 (letter o not zero)

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 Archive Information Structures

 Transaction SARI or SARE

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 Transaction SARI/SARE continued

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 PBS Archive Add-On

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 Archiving Best Practices

 What Not to do!

 SAP ILM Roadmap

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 A thorough technical analysis will ensure your

archiving project is headed in the right direction with the right archiving objects

 The technical analysis is the foundation of your archiving project

 Map tables to archive objects

 Examine dependencies (SAP Network Graphic)  Research relevant SAP OSS Notes

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 Research available documentation such as SAP’s Performance Aspects of Data Archiving

 Don’t assume your largest tables are your biggest win

 Do not underestimate the amount of time to get business approval to archive

 Data Archiving is not a one-time-event, it is an on-going process.

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 SAP Database analysis should be done yearly

 SAP Data Management Guide is a great resource for analysis

 Many tables may be addressed through SAP supplied programs, not archiving objects

 ASUG Archiving & ILM SIG discussion forum is a great resource

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 SAP Image Archiving – Getting Started

 What Not to do!

 SAP ILM Roadmap

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 Unlike Data Archiving - Document Imaging in SAP does require third party Software in some form.

 Document Scanning required Scanning Software and a ArchiveLink Certified Repository

 Document Imaging also includes:

 Outgoing document directly from SAP stored as PDF

 Examples include: Customer Invoices, PO, Delivery Notes  Printlist Reports generated by SAP stored directly in ALF

format

 Examples: anything you can send to the printer, Compact Journal Report*

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 Background, Architecture and Terms

 What Not to do!

 SAP ILM Roadmap

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Common Terms

 ArchiveLink (Static Information)

 A service integrated in the SAP Web Application Server to link archived documents with the business object entered in the SAP system

 Knowledge Provider (KPro) (Dynamic Information)

 A cross-application and media-neutral information technology infrastructure within the SAP R/3 Basis

 Provides the general infrastructure for storing and administrating documents in the SAP Content Server

 WebDAV (Web Distributed Authoring and Versioning)

 Permits you to work directly on documents that are stored on remote servers from different geographic locations

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Common Terms (cont.)

 Content Server

 Server at the core of SAP’s document storage and management concept

 Provides the technical infrastructure for all document-centric applications

 Content Repository (aka Logical Archive)

 A way to logically manage content, usually by retention period or by storage media

 Document Types (ArchiveLink)

 Backbone of ArchiveLink customizing

 They are 10 characters in length

 Used to describe the actual image

 Security can be base on document type

 Act as pointers to different logical archives

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Typical Configuration

– Third Party

SAP R/3

CAS / NAS / SAN Storage Server Clients OpenText/IXOS, IBM/FileNet, Documentum, etc. 3rd _{Party Scanning} Clients 3rd _{Party Viewer} Retrieval via SAP GUI Clients

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PBS Content Link and KGS

SAP R/3 CAS Storage Centera Server Clients PBS Content Link Scanning Kofax Clients IBM DR-550 Storage NetApp Filer NAS Storage HITIACH HCP SharePoint Retrieval

SAP GUI Clients

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SAP Content Server

–

HTTP

SAP R/3

Retrieval of documents through the SAP GUI or the ECL Viewer

SAP Content Server

File system or database

HTTP

SAP Cache Server HTTP

HTTP

No Scanner Interface for SAP Content Server Kofax Capture would be

needed for Scanning

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 Most Common Archiving Scenarios

 What Not to do!

 SAP ILM Roadmap

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Go to the Generic Object Services

—

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Three Common SAP Archiving Scenarios

Early archiving

 Uses workflow to route images to processors

 Once processed the image is linked to the newly created SAP R/3 document

Late archiving

 Uses indexing fields to link image to existing document

Late archiving with barcode

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Automatic Release to SAP

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POST

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Early Archiving Summary

Advantages

 Distribute work to others and eliminates paper  Allows for ad hoc approval process

 Standard reporting on end-user processing

Drawbacks

 Most complicated of the standard supplied archive scenarios

 Processing faster with dual monitors  Uses SAP’s workflow

 Workflow needs to be initialized and

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 Requires a 3rd _{party Scanning interface that is} ArchiveLink Certified

 Third Party – Certified Content Management solutions

 Include a Scanning Application that is certified  Example:

 OpenText – Enterprise Scan

 IBM/FileNet – Datacap

 The SAP Content Server or PBS Content Link

 Need to purchase a certified stand alone scanning application  Example:

 Kofax Capture

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Barcode Scenario- Explained

Barcode Number and SAP Key fields

Added to BDS_BAR_IN Table 1 2 Barcode is entered With SAP transaction

Doc and ID and Bar code are sent to SAP BDS_BAR_EX

Table

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Matching barcode entries are deleted and

an entry in the Link Table TOA01 is made

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Processing Solution Steps

Images

SAP Content

Server

Scan _{Validate Release}

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Recognition

Classification and Extraction

of Index

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Automatic Release

to SAP — AR4ERP

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 Advantages

 Does not change the existing Business process

 Requires very little training

 Scanning is much more efficient

 No indexing

 No scanning separator sheets

 Identifies documents that have not been scanned

 Multiple SAP objects can be linked to a scanned document  Individual document indexing/categorizing is eliminated

 Drawback

 Need to manage and print/buy barcodes

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 Most Common Archiving Scenarios

 What Not to do!

 SAP ILM Roadmap

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 Standard SAP Stores Business Attachments directly to the SAP

DB- Some SAP Customers – have a TB of Data stored this way

 System performance is impacted

 System Back Up and System Copies take much longer – Resulting in more administration costs

 More Disk Space is required

 Images / Files are not protected - they can be changed and deleted

 In most cases if the leading object is archived you will not be able to retrieve the images easily

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 What Not to do!

 SAP ILM Roadmap

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STAY INFORMED

Follow the ASUGNews team:

Tom Wailgum: @twailgum

Chris Kanaracus: @chriskanaracus

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THANK YOU FOR PARTICIPATING

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SESSION CODE: 1423

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