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Function documentationArchiving and Destruction Using Archiving Object CORRSPND

 

You can archive or destroy correspondence requests using archiving object CORRSPND.

You can define the following for this archiving object:

  • Residence times for archiving

  • Retention rules for destroying

Correspondence requests can contain data that is viewed as personal data with respect to data protection. The legal requirements in your country might demand that you have to destroy this data after a defined retention period has expired.

This archiving object supports the functions of SAP Information Lifecycle Management (ILM) for archiving, creating snapshots, and destroying.

Note Note

Individual applications use their own procedures for archiving correspondence requests. See the documentation of the application and use only the procedure described there for archiving.

End of the note.

Prerequisites

To use the standardized archiving object, you have to meet the following prerequisites:

  • In the Switch Framework (transaction SFW5), you have activated the business function Data Archiving: Standardization of Archiving Objects - 2 (DA_ARCHOBJ_STANDARD_2).

  • You are authorized to run the archiving process. For more information, see Customizing for SAP NetWeaver under Start of the navigation path Application Server Next navigation step System Administration Next navigation step Users and Authorizations End of the navigation path.

  • In transaction FILE, you have executed the Logical File Path Definition function.

  • You have executed the activity Maintain Application Area in Customizing for Cross-Application Components under Start of the navigation path General Application Functions Next navigation step Correspondence Next navigation step Define Correspondence for an Application Area End of the navigation path. For the application areas you want to archive using the write program, you have entered an archiving indicator.

  • You executed the activity Define Residence Time for Correspondence Types in Customizing for Cross-Application Components under Start of the navigation path General Application Functions Next navigation step Correspondence Next navigation step Archiving End of the navigation path.

    Note Note

    This activity is visible only if you are not using ILM.

    End of the note.

  • To execute the write program in parallel, you have made an entry for application type CORR_WRI of your archiving object in the activity Maintain Job Distribution in Customizing for Cross-Application Components under Start of the navigation path General Application Functions Next navigation step Parallel Processing and Job Control Next navigation step Parallel Processing End of the navigation path. Otherwise, the system carries out the write process sequentially.

The following additional prerequisites apply for using the ILM-enabled archiving object:

  • In the Switch Framework (transaction SFW5), you activated the business function Information Lifecycle Management (ILM).

  • You are familiar with the functions of ILM policies and rules and have defined the retention rules and residence rules for the archiving object (ILM object: CORRSPND).

Features

Tables

To display an overview of the database tables that are archived using this archiving object, choose DB Tables in Archive Administration (transaction SARA).

Programs

To display the definition of the archiving object (for example, archiving programs), call transaction AOBJ and double-click on the archiving object in the list. The following programs exist for archiving object CORRSPND:

Program

Function

CORRSPND_WRI

Write

CORRSPND_DEL

Delete

CORRSPND_REL

Reload

  • Write Program

    As soon as you archive data, it is deleted from the system. However, the data remains in the archive file.

    The following applies if you have activated the ILM business function:

    After the retention period for data has expired, the data is destroyed. This can be done in different ways:

    • To write a copy of the existing correspondence requests to the archive without deleting them from the system, select the Snapshot checkbox under ILM Actions in the write program.

    • To destroy data without first archiving it, select the Data Destruction checkbox under ILM Actions in the write program.

  • Reload Program

    Only use the reload program in exceptional cases. To call the program in transaction SARA, choose Goto -> Reload.

  • You can also execute the individual reports without transaction SARA. However, runs of this type are not shown completely in SARA.

ILM-Related Information for the Archiving Object

You can use archiving object CORRSPND with ILM object CORRSPND as part of SAP Information Lifecycle Management.

You have the following options:

  • You define retention rules for the archiving object in the activity ILM Policies: Define Retention Rules (Object CORRSPND) in Customizing for Cross-Application Components under Start of the navigation path General Application Functions Next navigation step Correspondence Next navigation step Archiving End of the navigation path. The audit area is GENERAL. In addition, you have to enter the ILM Store field to make it possible for you to destroy the archive file using transaction ILM_DESTRUCTION.

    The following fields are specified for CORRSPND in the ILM policy and are visible in the IMG activity mentioned:

    • Time Reference

      End Date: The end date is the start of the retention period. The retention period of a correspondence request begins on the date on which the correspondence request is output. In ILM, the output date (COPRI) is shown in the COMPLETION_DATE field. You can use the end of the year (END_OF_YEAR) as a possible time offset.

      Note Note

      If the correspondence request has not yet been output, then the output date is not set. Therefore, the date of creation (CDATE) is used instead of the output date. If you only want to archive correspondence requests that have been output, you can restrict the output date in the write program of archiving so that it is not allowed to be empty.

      End of the note.

    • Condition Fields

      • Correspondence Type (COTYP)

      • Application Form (FORMKEY)

      • Application Form RDI (FORMKEY_RDI)

    • Allowed Policy Category

      RTP: Retention Rules

  • You define residence rules for the archiving object in the activity ILM Policies: Define Residence Rules (Object CORRSPND) in Customizing for Cross-Application Components under Start of the navigation path General Application Functions Next navigation step Correspondence Next navigation step Archiving End of the navigation path. The audit area is ARCHIVING.

    The following fields are specified for the archiving object in the ILM policy and are visible in the IMG activity mentioned:

    • Time Reference

      The residence duration of a correspondence request begins on the date on which the correspondence request is output, that is, with the issue date COPRI.

      Note Note

      If the correspondence request has not yet been output, then the output date is not set. Therefore, the date of creation (CDATE) is used instead of the output date. If you only want to archive correspondence requests that have been output, you can restrict the output date in the write program of archiving so that it is not allowed to be empty.

      End of the note.

    • Condition Fields

      • Correspondence Type (COTYP)

      • Application Form (FORMKEY)

      • Application Form RDI (FORMKEY_RDI)

    • Allowed Policy Category

      RST: Residence Rules

  • As an alternative, you can process ILM policies in transaction IRMPOL.

Checks

  • Before a correspondence request is archived or destroyed, the system checks if the residence time or the residence duration is expired.

    Note Note

    The residence time or the residence duration relates to the output date. If the correspondence request was not output, so that the output date is empty, then the residence time or the residence duration relate to the date the correspondence request was created.

    End of the note.

  • If you choose the Snapshot ILM option, this check is not performed.

Call

You can display archived objects using transaction SARA. To display the available information structures and field catalogs of the archive information system, choose Info System in the application toolbar and then Archive Explorer or Customizing:

  • Information Structure: SAP_CORR_001

  • Field Catalog: SAP_CORR_001

You can also use your own information structure and your own field catalog.

Activities

  1. To archive correspondence requests, use transaction SARA.

  2. Call archiving object CORRSPND.

    • Archiving is intended for large amounts of data. It manages the complete process chain for archiving, including monitoring.

    • You can archive your data using parallel processing. You can preset the server group and the maximum number of simultaneously active work processes (tasks) that can be used for archiving in this server group.

More Information

Data Archiving: Standardization of Archiving Objects - 2

SAP Information Lifecycle Management