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Archiving

During archiving (reorganization), orders are saved to an external storage medium and simultaneously deleted from the database.

When archiving, you specify a date as selection criterion. This date is compared to the date the orders were last changed. The system selects only those orders that have not been changed since this date.

The selected orders are then checked to see whether they are ready to be archived.

You start the archiving process from the application menu by choosing :Tools -> Archiving -> Orders -> Edit -> Start archiving

Here, you can further limit the orders selected by entering

The time at which the orders are archived depends on the two retention periods you defined during system configuration. These retention periods are defined in months.

Archiving takes place in several steps:

1. On the "Basic data" screen, you can flag a particular order for deletion using the function:
"Edit -> Deletion flag -> Set flag"
You cannot set the deletion flag in an order which contains either actual costs or commitments; the order must be settled in full.
This does not apply to statistical orders, where you can set the deletion flag at any time.
As long as the system has not yet set the deletion indicator, you can reverse the deletion flag using the function:
"Edit -> Deletion flag -> Delete"
2. Retention period 1 specifies the period that must lie between the deletion flag being set and the deletion indicator being set. During the next archiving run, the system checks whether retention period 1 has expired.
a) If it has not, nothing happens to the order.
b) If it has, the system sets the deletion indicator in the order.
You cannot reverse the deletion indicator.
3. Retention period 2 specifies the period that must lie between the deletion indicator being set and the order being archived. If the deletion flag has already been set, the system checks during the next archiving run whether this period has expired.
a) If it has not, nothing happens to the order.
b) If it has, the order is archived and deleted from the database.

The retention periods are thus a tool which you can use to influence the archiving process.

Note

The following example illustrates how you use the retention period to control the archiving process

Example

Order type Retention period 1 Retention period 2
0100 1 1
0200 0 2
0300 1 0
0400 0 0

Assume your order archiving runs on the 20th of each month, and that you always enter the 1st of the month as the key date. The effects would be as described below.