2015.09.21 / 22 / 23 / 24 / 25

Document Handling & Data archiving from database

We area asked to find out the latest technologies and steps for document handling which are with clients requirements according to their business such as loan applications, account opening forms and account closing request letters.

So we google it and search for results. There I found many third party suppliers who provide the same facility for document storing. Some of them are mentioned as follows.

1. http://answers.google.com/answers/threadview/id/58937.html
2. http://www.insideselfstorage.com/articles/2002/05/o-neil-software-inc.aspx
3. http://www.archiveamerica.com/
4. http://demo.openkm.com 

These are desktop application solutions for documentary handling. But we need a solution which can be used through our system for documentation handling. There are some trail versions to try them free and we grab all them and learn about the functionalities of the document handling system. Actually some of them are very neatly and very descriptive for the purpose. Some are very easy to manage and learn. these document handling systems were very helpful to get an idea about a system like that. Since it is, these are not suitable solutions for us. Because there are some issues when we try to connect these desktop applications to our server. So still we are finding a proper solution for this problem.

Then we are asked to search about the criteria which is used to archive data from database. There we have to gain a sound knowledge on how to do it properly and what are the steps that we should follow to archive data.

According to the knowledge which I have grabbed by searching about it from google, Basically there are three major phases of Data archiving process.
They are: 

1. Creating an archive file: The archived files of data are created in the SAP database by the Archiving Management system. The Management system reads the data from the database and writes it to the archive files in the background. In instances of archived files exceeding the maximum specified limit, or if the number of data objects exceed the stipulated limit in the system, then the system automatically creates new archive files.
   
   
   
   At the end of the process of saving data into archive files, ADK triggers the system event SAP_ARCHIVING_WRITE_FINISHED, which is an indicator to the system to start next phase of archiving process.
   
2. Removing the archived data from the database:
   While archiving management system writes data on the archive files, another program deletes it from the database permanently. The program checks whether the data has been transferred to the archive. It is quite important too as it is the last check performed by the system before deleting data permanently from the database. Several deletion programs run simultaneously, because the archiving program is much more faster than the deletion programs. This is important as it increases the efficiency of archiving process.
   
3. Transferring the archived files to a location outside the SAP database Once the Archive management system has finished archiving the data, the next step is to save the archived files at a different location other than the SAP database. This can be accomplished by an automated process in the system or by a manual process. This step is optional since many enterprises may wish to keep the archived files within the current database. However, large enterprises transfer their data periodically as a part of their data archiving processes.