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Procedure documentationUnstructured Documents in a Decommissioning Environment

 

In a decommissioning environment, SAP NetWeaver Information Lifecycle Management processes unstructured ArchiveLink documents such as scanned invoices that are linked directly to Business Objects in the SAP system, for example, financial documents. These are also called attachments. An ArchiveLink document can also be a print list. For compliance reasons, it is important to manage the retention of these unstructured documenta after the original system has been decommissioned.

Prerequisites

The ArchiveLink documents were stored in a content repository connected with the legacy system using ArchiveLink.

The legacy system is connected to the Retention Warehouse system with an RFC connection.

The role SAP_BC_ILM_ARCHIVELINK has been assigned to your user in the Retention Warehouse system. You then have the required authorizations and a user menu.

ILM rules have been created in Retention Warehouse.

Procedure

In a decommissioning scenario, you must first transfer the link information (entries in TOAx tables) from ArchiveLink documents and the Customizing information in the Content Repository to the Retention Warehouse. You can then use the retention rules.

  1. Transfer TOAx References and Customizing for the Content Repository to the Retention Warehouse.

    To transfer the information, run the ARLNK_MOVE_META_REMOTE report in your legacy system. As your legacy system does not contain any ILM functions, you need to copy the report from the Retention Warehouse system into the legacy system. To do so, create a blank, executable ABAP report in the namespace of your choice in the legacy system. Copy the source code, the text symbols, and the selection texts of the ARLNK_MOVE_META_REMOTE report into the new report.

    When you call up the new report in the legacy system, you first need to specify which information you want to transfer to the retention warehouse: ArchiveLink references or Customizing for the Content Repository. You can also transfer both at the same time. Specify the RFC destination for the Retention Warehouse. The package size refers to the number of link entries that the program receives for transfer at any given point in time. The default value is 10,000 link entries. Select the document type Documents for attachments, and Print Lists for print lists. If you transfer information about Customizing for the Content Repository, enter the ID for the Content Repository ID in which your ArchiveLink documents are to be stored. Enter the selection criteria for the legacy system client from which you want to transfer the link entries. You can transfer link entries from a client other than the one to which you are logged on to. You use ArchiveLink object types and document types to restrict the link entries you want to transfer. Use F4 to find possible options. If you leave both fields blank, all ArchiveLink references are transferred. Execute the report.

    Note Note

    The object types ARCHIVE, ARCHIVE_1, and ARCHIVE_2 are never transferred as they reference ADK files.

    End of the note.

    Note Note

    The report is available for systems up to release SAP R/3 4.6C. If you decommission an older system, contact the System Landscape Optimization (SLO) group.

    End of the note.

  2. Use the Retention Times for Transferred ArchiveLink References:

    To forward the retention times to the ArchiveLink references in the WebDAV hierarchy, you have to run the report Define ArchiveLink References in the Retention Warehouse in the menu for role SAP_BC_ILM_ARCHIVELINK.

    When you call up the report, you must first specify that you want to define references for attachments or print lists. Enter the name and the client of your legacy system in the selection area of the screen. Also enter the name of the original Content Repository. You can run the report in test mode or live mode. Then run the report.

    The expiration data should now be defined in the archive and displayed in the ArchiveLink references. To check this, use the ILM Store Browser. Select the Store Browser pushbutton in Archive Administration (transaction SARA). In the system and client for which you have defined retention times, go to the al node (or to the dl node for print lists). All references should now show a series of ILM properties, including the expiration date.

    Note Note

    You can define references to documents or print lists that are to be transferred from the legacy system only once. However, if you create new print lists in the Retention Warehouse system, you can define retention rules for them. However, you should not create any new attachments in the Retention Warehouse system.

    End of the note.

Result

You have transferred the ArchiveLink references and the required information about Customizing for the Content Repository from the legacy system into the Retention Warehouse. You have also forwarded the retention times in Retention Warehouse to the references in the WebDAV hierarchy. You have made the preparations necessary for displaying attachments during reporting in an SAP NetWeaver BW Query.