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2002: The Year of Archiving
Robert Parkinson
PCS Limited“Creating Solutions Through Knowledge”
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What We’ll Cover
Archiving benefits Definitions of terms Archiving features Archiving steps Storage and management Archiving by module What next?
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What is Archiving?
Archiving ProgramArchiving ProgramArchive FilesArchive FilesR/3 DatabaseR/3 Database
Move data no longer required in database to archive files
Archiving Session
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Why Archive?
Volume of data in the database increases Disk space Performance
Size of index trees, full table scans, cache hit ratios, ... Effort and resources required for database
administration Backup/restore, reorganization, create index,
statistics, ... Business and legal requirements
Auditing Record-keeping requirements Potential re-useability of data
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Data Continues to Grow
Yearly data growth 400 GB, retention period 6 months Data not needed online after 5 years: 1,800 GB Volume without data archiving in 5 years: 1,000,000 GB Volume with data archiving in 5 years: 225,000 GB
0
250
500
750
1000
1250
1500
1750
2000
1996 1997 1998 1999 2000 2001
Not neededonline
Needed online
No backup necessary with data archiving
Backup, restore and database administrationtime grows proportional to database size withoutdata archiving
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Archiving Requirements
Independence of database version of version and customizing of application
software of hardware (codepage / numeric format)
Auditability Revenue authorities – IRS, auditors Data security officials
Integration in applications Direct access Reporting functions
Performance and robustness
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What We’ll Cover
Archiving benefits Definition of terms Archiving features Archiving steps Storage and management Archiving by module What next?
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Optical Archiving
ArchiveLink can be used to archive documents
Original documents or print lists can be stored in optical archive systems and displayed, but cannot be reloaded or analyzed
Archive files which were created by R/3 data archiving can be stored, read, and reloaded using ArchiveLink
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Database Reorganization
Should be performed after archive
Compelling reasons: Tables keep free space allocated after
archive Gives free space back to the database Improves performance Reduces database maintenance times
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Retention vs. Residence Period
The retention period is the entire time that data spends in the database before its archived
The residence period is the minimum length of time that data must spend in the database before its eligible to be archived
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Backup & Restore
Contains a copy of the database contents for security
Backups are usually made at regular intervals, according to a standard procedure
Reloading the backup into the database is referred to as restore
In earlier SAP releases, the archiving procedure required a database backup. SAP states this is no longer necessary in Release 3.X and 4.X
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What We’ll Cover
Archiving benefits Definition of terms Archiving features Archiving steps Storage and management Archiving by module What next?
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Archiving Features
High data security during archiving Optical archive connection via ArchiveLink Data compression Online data archiving Archiving without database backup Random and sequential access to archived
data objects, reload to the database possible Automatic conversion of old archive files The ADK (Archive Developer’s Toolkit)
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Security Provided in Archiving
Archiving is a two step process:
Create archive files
Read data from file and execute delete program
Storage of the archive files on other media
Provides data security in case of problems during the archiving process
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Step 1 Create the Archive File
R/3 R/3 Data-Data-basebase
Archivingprogram
ArchiveArchivefilefile
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Step 2 Execute Delete Program
R/3 R/3 Data-Data-basebase
Archivingprogram
ArchiveArchivefilefile
Deleteprogram
ArchiveArchivefilefile
R/3 R/3 Data-Data-basebase
ArchiveArchivefilefile
Deleteprogram
ArchiveArchivefilefile
Deleteprogram
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Step 3 Store the Archive Files
R/3 R/3 Data-Data-basebase
ArchiveArchivefilefile
ArchiveArchivefilefile
Deleteprogram
•ArchiveLink•HSM-Systems
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Optical Archive Link
ArchiveLink The archive files can be stored on
tertiary storage media Files can be stored manually or
automatically
Hierarchical storage management systems (HSM systems)
Archive files can also be passed to an HSM system
HSM systems can use optical and optomagnetic storage media
The HSM system manages the archive files automatically
ArchiveLink
R/3 System
Archive system
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Compression
Data is automatically compressed (Up to a factor of 5 or greater)
Online data archiving
Data archiving may run in parallel to dialog and batch processing
Data archiving without database backup
Data archiving is fully recoverable
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Access to Archived Data
There are two ways to access archived data:
Sequential access to a dataset (reporting) Random access to individual data objects
Archive files can be
Read Analyzed (for reporting purposes) Reloaded (Not Recommended – only right after
archiving!) Actions depend on archiving object
Access for reporting and reloading requires that the file is in the file system
Access to individual objects depends on an index
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Conversion of Old Archive Files
Necessary conversions are performed automatically
Temporary conversion during data access
In rare cases, conversion programs are provided
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The ADK
Database
R/3 System
LDB
ABAP/4 Program ArchivingClass
Codepage, Number Format, Structure Conversion Direct Access, Compression, Batch-Handling, . . . .
ADK:
Archive File
manually HSM
Archive System with Tertiary Storage Media
ArchiveLink
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What is an Archiving Object?
R/3 SystemR/3 System
DatabaseDatabase
ArchiveArchive
Key to archiving concept Description of database objects Collection of programs
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Customization During Data Archiving
Creating an archiving object Define archive object using transaction AOBJ Create programs for archiving
Archive program Delete program Reload program Index program
Create programs for accessing archived data Reports Direct access via online transaction
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What We’ll Cover
Archiving benefits Definition of terms Archiving features Archiving steps Storage and management Archiving by module What next?
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Archiving Personnel
Archiving can be performed by the Basis Administrator by the application department
Motivation (and point of entry) for both are different
Basis Administrator The Basis Administrator checks the database/table size Archiving object relationship has to be determined
Application Dept. Application Dept. performs archiving for various reasons
(periodically – month end, quarter end, year end) Application Dept. uses direct point of entry
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Archiving Flowchart
C o o rd in a te a c tiv it ies
C h eck de p en d e nc ies
B e fore 1 s t u se o f a rch iv ing
C o o rd in a te a c tiv it ies
C h eck de p en d e nc ies
C h e ck a p p lica tio n cu s to m iz ing
P la tfo rm in de p en d en t f ile na m e
A rch ive f ile s ize
A rch ive L ink
D e le te p ro g ram
C h e ck A D K cu s tom iz ing
B e fore 1s t u se o f p a rticu la r a rch iv ing ob je ct
C o o rd in a te a c tiv it ies
C h e ck sp ace on h ard d isk
S ch ed u le a rch iv ing sess ion
C h e ck a rch iv in g re su lts
S a ve a rch ive f iles
F o r e ach se ss ion
A rch iv in g p ro ced u res
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Identifying Critical Tables
Database Performance Screen (DB02) Overall database growth analysis Determine size of tablespaces and tables Free storage space – allocated vs used space
Table Call Statistics Screen (ST10) Locate the most active tables Which tables are growing Which tables have slow response
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Identifying Critical Archiving Objects
Use archive administration (SARA) Browse through the archiving objects Determine which tables are in the archiving
objects Schedule all required archive programs
Use CCMS database administration (DB15) Determine which archiving objects use a table Check online space information for all tables of
an archiving object
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Business Requirements for Archiving Objects (SD_VBAK)
Document has status "Complete" All documents in document flow
have status "Complete" Financial document is balanced Additional customized checks
possible
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What We’ll Cover
Archiving benefits Definition of terms Archiving features Archiving steps Storage and management Archiving by module What next?
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Storage & Management
Automated storage Low management effort
Manual storage Data medium maintenance Data medium management Archive production
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Storage of Archive Files
Choice of medium is critical for: Utilization of the functionality offered by SAP Effort required for maintenance Effort required to access data Durability of archive
Protection of investment by means of combined methodology Data archive files Workflow for incoming and outgoing records DMS (Document Mgmt. System) technical documents Printed reports Automation of database backup and restore
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Archive Files on Hard Disk
Advantages Single document access < 5 seconds Quick access for reporting
Disadvantages File system limitations Considerable manual management effort
required Replicate the archive files Storage of archive files Data security
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Archive Files on HSM System
Advantages Single document access < 30 seconds (with
block access) Quick access for reporting (with block
access) Scalable file system Long data medium retention period Data medium management support
Disadvantages Can be a costly solution
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HSM System Requirements
"Write through" should be possible Increased data security, as the archive files
migrate before the delete program runs Data retained in "magnetic cache" as copy
"Random access" to files must be possible "Hardware sharing" is useful
Use of a jukebox via both HSM and ArchiveLink "Media management" should be supported
Replicate archive files Store archive files
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Archive Files on Jukebox via ArchiveLink
Advantages Scalable system Long data medium retention period Data medium management support Jukebox can also be used for other R/3 tasks
Disadvantages Can be a costly solution Single document access only feasible for
small archive files Access time heavily depends on archive file
size
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ArchiveLink Capabilities
ArchiveLink
R/3 System
Archive system
With ArchiveLink you can: Archive incoming R/3 documents
Archive information created in R/3
Directly access the optically archived documents from the R/3 applications
Integrate an optical archive system with R/3
Replace your existing paper archive with electronic archive systems
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Some Considerations for Media
Jukebox via ArchiveLink Archived data seldom accessed individually Access time is not critical, random access slow in Rel.
< 3.1G HSM system with block access
Archived data are often accessed individually Access time can be on the order of 30 seconds
Hard disk Archived data are regularly accessed individually Access time must be on the order of 5 seconds
Magnetic tape Archived data are only accessed in exceptional cases
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Sample Access Times for Archived Data
25 MB 50 MB 100 MB0
30
60
90
120
150
180
210
240
270
300
25 MB 50 MB 100 MB
Hard Disk
HSM
ArchiveLinkrandomaccess
ArchiveLinkreporting
Sec.
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What We’ll Cover
Archiving benefits Definition of terms Archiving features Archiving steps Storage and management Archiving by module What next?
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FI Documents
600,000 FI documents per month Retention period up to 18 months 120 GB used space in DB for FI data 100,000 documents archived in 3
hours, 80 MB archive file Reduce retention period to 3 months Data archiving by IT organization
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MM Documents
450,000 MM documents and 2,500,000 line items per month
Line-item table bigger than 10 GB 100,000 line items being archived in 3
hours Direct access implemented by customer Reduce retention period Random access and reporting on data
archive files shows good performance
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Access Times … Example
Optimal situation, single job, elapsed timeArchiving Object create 1000 archive 1000
FI_DOCUMNT 500s 60s
SD_VBAK 1000s 160s
SD_VBRK 1000s 140s + 60s
RV_LIKP 1000s 340s
MM_MATBEL 1000s 60s + 60s
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What We’ll Cover
Archiving benefits Definition of terms Archiving features Archiving steps Storage and management Archiving by module What Next?
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What next?
Increase in third party solutions Better reporting for archiving
objects More robust document imaging
solutions Enhanced performance of ADK Further integration of archiving and
database administration
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Sources of Information
Check OSS for your platform SAPNET good source of information SAPLabs, SAP Search, mySAP.com SAP’s Early Watch for data
archiving https://www014.sap-ag.de/dma
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Your Turn! (to launch Q&A)
PCS Limited, A Professional PCS Limited, A Professional IT Consulting Services IT Consulting Services
Company Company ““Creating Solutions Through Knowledge” Creating Solutions Through Knowledge”
PCS LimitedPCS Limited
5425 Parkford Circle5425 Parkford CircleGranite Bay, CA 95746 USA Granite Bay, CA 95746 USA
Tel 916.773.9991Tel 916.773.9991Fax 916.773.9998 Fax 916.773.9998
www.pcs-limited.net www.pcs-limited.net [email protected]@pcs-limited.net