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RPAR3W00 - PA: Archiving; Write Program for Long-Term Documents (PA_LDOC)

RPAR3W00 - PA: Archiving; Write Program for Long-Term Documents (PA_LDOC)

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Description

This write program archives the long-term documents derived from the creation of infotype logs for both employee and applicant data. The archiving object is called HR: Long-Term Documents (PA_LDOC).

You can use the Information Lifecycle Management (ILM) functions for archiving as well as the destruction of data in order to fulfill the data privacy requirements for destroying personal data. When doing this, you need to define a retention rule in ILM for archiving object PA_LDOC. For more information, go to SAP Library for SAP ERP Central Component and choose SAP ERP Central Component -> Human Resources -> HR Archiving (HR) -> Archiving/Destroying PA Long-Term Documents Using PA_LDOC.

Features

Note that the archiving object PA_LDOC only considers long-term documents, but no short-term documents.

Selection

  • Documents for employee data/documents for applicant data
When you create an archive for long-term documents, you can decide whether to archive documents for employee data, applicant data, or both.
You can also choose the period for which data must be archived. The period refers to the date on which the document was written. The last date on which long-term documents were archived is displayed as a default start date (depending, however, on whether you want to archive employee data only, or applicant data only, or both). The program writes the date of the data record archived longest ago, and the date of the most recently archived data record, to internal archive management table Contents of Variant of Archive Program (ADMI_VARIA) so that it can use them to access archived data.
The same applies when you make an archiving session for the data destruction of long-term documents.
Countries
  • Country Grouping
You can narrow the selection to long-term documents for employees that belong to a specific country grouping.
  • Personnel Number (Test Only)
You can enter a personnel number for an employee or applicant. Then the system selects only the data that belongs to the specified employee or applicant. Use this field primarily for test purposes.
  • Infotype
You can further narrow the selection to long-term documents written for a specific infotype.
  • Comment/Note
You can enter a short text, which is appended as an additional note to the archive session being written.
  • Test Run
If you set the Test Run indicator, the archiving session is executed in test mode. In a test run, the archiving session is assigned the number '000000'. After statistics have been output, you are reminded that a test run was executed.
  • Detailed Log
If you select the Detailed log checkbox, a detailed log is created. Select this option only in a test run or if errors have already occurred.

ILM Actions:

  • Archiving
If you choose this option, an archiving session is started in which the selected long-term documents are stored in an archive to make room in the database.
  • Destruction of Data
If you choose this option, an archiving session is started in which the selected long-term documents that can be destroyed according to the rules defined in the Information Retention Manager are temporarily written to an archive file, from where they can be deleted afterward. The data is then deleted from the database and from the archive. Choose this option only if you are sure that you no longer need this data.
For more information, go to SAP Library for SAP ERP Central Component and choose the following path Human Resources -> Data Privacy and Data Security (HR) on SAP Help Portal.

Special Notes

Do not archive data unless you are sure it will no longer be required. It is technically difficult to subsequently access archived change documents, which increases the time it takes to access such data.

After data has been archived by this report, deletion report RPAR3D00 (PA: Archiving; Deletion Program for Long Term Documents (PA_LDOC)) is run. It only deletes the data records written by this report. Note that data records are not deleted if they are created between data being written by this report, and the start of the deletion run.

Data is not locked because it is only created once and cannot be changed later.

Report RPUAUD00 (Logged Changes in Infotype Data) enables you to display archived long-term documents. Note that accessing the archive takes a great deal longer than accessing the database.

This problem is exacerbated if:

  • There are many archiving runs
  • The archives are too large

For this reason, you should archive data at sensible, regular intervals. Archives should not be larger than 100 MB.

This report should only be started using Archive Management (transaction SARA. Otherwise, entries are not made in certain Archive Management tables, such as table ADMI_VARIA.

Requirements

Archiving object PA_LDOC requires that basis customizing has been performed. The application itself has no further requirements.

Data can be archived while the system is running.

For data destruction, you need to have created an active audit area, and defined the policies and rules for the retention periods of long-term documents in Retention Management of ILM.

Output

The program outputs statistics about the archived objects. It displays the number of objects and the number of archived PCL4 entries, each of which is 4KB. Therefore, the approximate size of the archive file is 4KB x number of PCL4 records / compression factor. The compression factor depends on the available data and is, therefore, different for each run.

When an archiving session is for data destruction, the program creates an archive file for each PCL4 data record.

Note: As of Release 3.0, data is compressed in cluster files, such as PCL4.

If you decide to create a detailed log, function group PAR3 outputs a large amount of additional check data.






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