Archiving and Destroying Data Relating to PBC Documents Using HR_PBCDOC

The archiving object Archiving PBC Documents (HR_PBCDOC) supports the data archiving and data destruction functions of SAP Information Lifecycle Management (ILM). PBC documents (Position Budgeting and Control PBC) contain data about commitment documents for budget planning and management that are stored in HCM. You use this archiving object to remove the data from the database for those commitment documents that are no longer needed in your daily business. The data is first stored in archive files and then deleted completely. A consistent data object that is to be archived and then destroyed using archiving object HR_PBCDOC usually consists of the following data:

A commitment document and the related precommitment of funds on which it is dependent (this means the related line items from tables HRFPM: FM Documents (HRFPM_FM_DOC) and HRFPM: FM Documents - Items (HRFPM_FM_POS))
The line items used by this commitment document (this means the related entries in the tables HRFPM: FPM Document Headers for Commitment (HRFPM_FPM_DOC) and HRFPM FPM Documents- Items (HRFPM_FPM_POS)

You can find a list of the database tables from which you can destroy data using this archiving object in Archive Administration (transaction SARA) under DB Tables. Note that you can use this archiving object only to archive or delete documents in HCM. To archive or delete the related documents in Funds Management (FI-FM), use the archiving object Earmarked Funds (FM_FUNRES).

In Archive Administration, you can run the following programs for HR_PBCDOC using the relevant functions:

Program	Function
RHRFPM_ARCH_WR	Write This step triggers archiving and the program writes the archive files for the commitment documents. If you start a write run in productive mode with a variant that has the Data Destruction attribute, data destruction is triggered. The prerequisite for this is that you have defined retention rules for HR_PBCDOC. If this is the case, no archive files are written.
RHRFPM_ARCH_DL	Delete In standard system the delete job is called automatically after the write run. We recommend that you do not change this setting.
RHRFPM_ARCH_READ_SEQUENTIAL	Read You use this program to display the archived commitment documents.
RHRFPM_ARCH_RL	Reload (Storage System) If, for example, the wrong data was archived due to an error in Customizing or during selection, you can reload it from the archive file. For more information, see Reloading Data. Note If possible, reload the documents immediately after incorrect archiving has occurred. Reloading the data at a later time could result in data inconsistencies in the database. End of the note.

Prerequisites

You are familiar with the basics of data archiving and data destruction.
For more information, see Data Archiving (CA-ARC) and Introduction to the Destruction of Data.
You are familiar with the functions for ILM policies and rules and have defined the retention rules for the archiving object. For more information, see Editing Retention Rules.

Procedure

Familiarize yourself with the condition fields and time references that are available in ILM for defining retention rules for HR_PBCDOC.
For more information, see ILM Information for HR_PBCDOC
Familiarize yourself with the checks for this archiving object.
For more information, see Checks for HR_PBCDOC
Inform yourself about the archiving objects that are associated with HR_PBCDOC.
For more information, see Dependencies of HR_PBCDOC
Familiarize yourself with the authorizations for this archiving object.
For more information, see Authorizations for HR_PBCDOC