As organizations increasingly rely on SAP Supplier Relationship Management (SAP SRM) to manage procurement and supplier interactions, the volume of transactional data grows significantly over time. To ensure optimal system performance, reduce database size, and comply with legal retention policies, archiving old and obsolete documents becomes essential. Archiving in SAP SRM allows businesses to securely store historical data while keeping the active system lean and efficient.
This article explores the importance of document archiving in SAP SRM, outlines the archiving process, and shares best practices for successful implementation.
Improve System Performance
Archiving reduces the database size by moving outdated data to archive files, which speeds up processing and reporting.
Compliance with Legal Requirements
Many countries mandate retention periods for business documents such as purchase orders and contracts. Archiving supports these compliance needs.
Cost Efficiency
Storing historical data in active systems can be costly. Archiving shifts data to more cost-effective storage solutions.
Simplify System Maintenance
Smaller databases require less maintenance and facilitate faster backups and restores.
SAP SRM supports archiving of various document types, including but not limited to:
Identify Archivable Documents
Determine which document types are eligible for archiving based on business rules and retention policies.
Define Archiving Criteria
Criteria often include document status, creation/modification date, and business relevance.
Review Legal and Audit Requirements
Confirm retention periods and ensure compliance with regulatory guidelines.
BBP_EBAN (Purchase Requisition), BBP_EBELN (Purchase Order), or BBP_KONTR (Contracts).Execute the archiving run in two phases:
Perform Regular Archiving
Schedule periodic archiving runs to prevent data build-up and maintain system efficiency.
Test Archiving in Non-Production Environments
Validate archiving procedures in sandbox or development systems before production execution.
Communicate with Business Users
Inform relevant stakeholders about archiving schedules and data availability.
Backup Before Archiving
Always perform a full backup before deleting data to prevent accidental data loss.
Maintain Easy Access to Archived Data
Use SAP ArchiveLink or similar technologies to integrate archived documents seamlessly into business workflows.
Monitor and Tune Performance
Review system performance post-archiving and adjust archiving frequency or scope as needed.
Data Retrieval Complexity
Accessing archived data can be slower and may require specialized tools or additional training.
Legal Constraints
Different jurisdictions have varying rules for document retention and destruction.
Integration with Backend Systems
Ensure archiving in SRM aligns with backend ERP archiving strategies for consistency.
Archiving documents in SAP SRM is a critical practice for maintaining a high-performing procurement system and complying with legal requirements. By following structured archiving procedures and best practices, organizations can manage data growth effectively, reduce operational costs, and ensure that essential business information remains accessible and secure.