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Archiving Cases ( RELNISHMED_461_WK_ARCHIV )

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Short text

Archiving Cases

Scope of Functions

Preface

Before the general release, we will make this application available to a select group of users (First Customer Shipment).

Overview

The term "Archiving" normally relates to two different processes in R/3. One is the archiving of data as a reorganization of the database and the other is the use of the Archive to store specific data outside of the database. This latter one is significant when there are relatively large quantities of data or special formats (images, etc.), or when external data should be transferred because it can not be stored in the R/3 database (e.g., scanned documents).

The reorganization of the database is normally described as Archiving in R/3 terminology. The entire relevant data structure of an object should be stored in the Archive. The data cannot be deleted from the database. In IS-H, there is currently no function for reloading archived data. However, it is possible to display or print the complete information by employing the programmed functions of the applications by using the general tools of the SAP ArchiveLinks.

The Case Archiving function is used to reorganize the database. Case archiving is identical to IS-H where archiving of entire batches of case-related data takes place. The data is deleted after archiving from the tables of the movement data.

Archiving of IS-H*MED case data can only take place simultaneously with the archiving of IS-H case data. Discarding IS-H-data before IS-H*MED data is not allowed, since the administrative case would be deleted from the clinical data. Deleting the clinical data before deleting the administrative data is also not possible since administrative data (e.g., services) is written from IS-H*MED.

The IS-H*MED Case Archiving function operates within the structure the IS-H Case Archiving function. No individual archive object exists beyond these, rather, the archive object ISH_FALL has been enhanced with the IS-H*MED data.

Following the requirements of IS-H, only cases that are between one and two years may/should be archived.

Medical Documents

Medical Documents comprise the document management data and the document. The document management data is stored in R/3 tables and can be archived with the usual archiving steps. The documents have different formats. There is the data of the parametrized documents in R/3 tables, and then there is the data in the application-specific formats, where the external applications store your data.

An image must be archived for all documents. In the standard version of Release 4.61, the parametrized documents and the WORD documents are also archived.

The parametrized documents are printed and archived in SAPScript format. SAP is moving away from its proprietary format and, as of Release 4.0B, it will use SAPscript documents internally in the PDF format. Since the parametrized documents are archived by way of the standard interface, these documents are also stored in PDF format in the archive. For parametrized documents, customers cannot select the archiving format. Instead, the SAP Basis determines the archiving format.

WORD documents are often archived in TIF or RTF format. The TIF format is widely used as a fax image. Despite this, the PDF format has partially become a standard in its use as a description language for digital documents. Since every format has advantages and disadvantages and some customer requests need to be addressed, specifying the archiving format should be an option for each application. For this reason, there is an archiving format and a "normal" display/maintenance format for every application. Each format shares the problem that in 30 years the documents will only by readable with special viewers.

In the standard version IS-H*MED, only those archive functions can be supported that offer SAP ArchiveLink. No programs for format conversion, are shipped with SAP ArchiveLink. This means that if documents are archived in another format, the user must furnish the appropriate conversion program individually. The user can archive WORD documents quickly in DOC format, similarly to SAP standard archiving. If WORD documents are archived in another format, you can generally only implement them in customer projects. Upcoming customer projects will determine whether a support function for the conversion of formats in IS-H*MED Standard version is possible or necessary

In customizing (see below), it is determined in which format the documents will be archived.

Before Case Archiving, already archived documents can exist in IS-H*MED. You can create a link via the IS-H*MED Archive Interface to an archived document. For these documents, only the document management data can be archived.

Archiving Process

The IS-H*MED Case Archiving is called by the IS-H Case Archiving function. No individual transaction or menu option exists for calling the IS-H*MED Case Archiving function

SAP Archiving always takes place in two steps. First, the case data to be archived is stored in an archive file. In the second step, the archived data are deleted from the SAP database.

You can read instructions for executing Case Archiving of a IS-H Documentation (IS-H Hospital -> Attachment -> Archiving and reorganization). The following section only describes the special features of IS-H*MED.

For archiving case data (archive object ISH_FALL), the report RNARCF0W is called. For each case, a check runs to determine whether the IS-H requirements for archiving have been fulfilled. If IS-H*MED is active, it determines whether the case can be archived from the IS-H*MED View. Previous to Release 4.61, no case could be archived if medical services (table NLEM) or a medical document (table NDOC) was found for the case. There is currently no plausibility check that takes place, because until now there was never a reason to deny the archiving of a case for IS-H*MED. After all of the cases have been filtered that are to be archived, a loop then runs as the medical documents for the cases that are to be archived according to the Document Definition (see below) are stored as an image in the Archive. Afterwards, all case data are archived, including both IS-H Case Data and IS-H*MED Case Data.

If a customizing error occurs when archiving a document, the entire archiving run will abort.

To delete archived case data, you can call report RNARCF0D. The documents are first deleted, before the R/3 table entries are deleted.

Authorization Check

Since the IS-H*MED Case Archiving function operates complete within the IS-H Case Archiving function, only the IS-H authorization is necessary for the authorization object N_FALL_ARC.

Accessing Archived Data

In contrast to other objects, we cannot be limited to moving data into the archive without having the reload option as is the case in other SAP contexts. With a new patient stay in a clinic, the physician will definitely need to see certain previous documents of the patients.

The Document List contains the function "Archived Documents" with which all archived documents are listed as they are in the previous Document List. If an archived document is selected, the document will appear via SAPArchiveLink with the corresponding Viewer.

To avoid a longer waiting time each time the Document List of the archived documents is called, when the archived document is opened the first time, all document management data of the documents for a patient are saved in hidden tables. These hidden tables are copies of the original document management tables. The document management data will stay in the hidden table until the archived documents are not used so regularly, that is, normally until the discharge of the patient. With a report that exists at the time of the general release of the Case Archiving, the data in the hidden tables can be deleted.

Using the Patient History, you can list the other relevant movement data.

Effects on Existing Data

Effects on Data Transfer

Effects on System Administration

Effects on Customizing

Specifying Archiving Format

The archiving format must be specified for each application. The archiving is controlled in R/3 using the (Archive) Document Type. For each application, a Document Type must be created. A Document Category is assigned to the Document Type. With the Document Category, the archiving format is specified.

• For the parametrized documents, a document type with the document category "PDF" must be created.

• For the WORD documents, document type with the document category "DOC" can be created.

Using the document type, Assignments to other Archive Customizing Settings are also included, like Object Type (SAP Business Object), Storage (Archive) and Table of Links. All document types for medical documents must be assigned to the object type "DRAW".

In IS-H*MED, every application must be assigned to a document type, as well as the application PARAMDOKU, because this is the access point (initial screen) for IS-H*MED into the Archive Customizing function.

Maintain Document Category

For each document category, you must make the following settings for the Archiving function:

No Archiving (Default Value): The default specifies that no archiving takes place so that you can decide whether and how your documents are archived. For the selection of documents, it is insignificant whether the case data are deleted, since an assignment to a patient number must always exist. If the reference level is not defined for a document category, it is possible that documents exist with or without this case reference for the document category.

Archiving: The documents are archived as images.

Warning: The print control program for the document categories that are to be archived must be regenerated. You can generate the print program by using the path Change document category -> Element list -> Tools -> Generate -> Print.

Further Information

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This documentation is copyright by SAP AG.

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