Archiving Knowledge Management and Collaboration Data

If you use Knowledge Management and Collaboration (KMC) to store business-critical documents, you often need to keep documents which belong to completed business processes and are no longer needed in daily work for reference or legal purposes. This may result in fast-growing data stores and lack of free space, thus leading to a deterioration in system performance and an increased use of resources. Large KM content volumes may also affect costs since resources and effort spent on content administration grow as a result.

Therefore, the KMC data that is no longer needed in everyday business processes should be moved out of the KM repositories in order to reduce costs and improve performance and system availability. Simply deleting this data is often not a valid option due to legal data retention requirements. This means that the data has to be removed from the KM repositories and stored in such a way that it is always accessible for reading if necessary. For this purpose, SAP provides the KMC archiving solution, which allows you to:

• Archive entire folders with all documents in them

• Archive individual documents according to specified criteria

• Archive document metadata such as resource properties, versions and so on

• Archive collaboration room resources such as documents, discussions, member lists and so on

• Archive feedback and reviews

• Expose archived content for indexing and search

• Administering the content to be archived with the archiving object browser

• Run scheduled or on-demand archiving tasks

The archiving solution in KMC context can be viewed as an extended life cycle management capability for documents and collaboration content, which offers:

• Access for predefined principals such as content administrators to archived content

• Monitoring and logging on the archiving tasks for administrators

• Extension points for custom applications to plug into the archiving infrastructure

• Connectivity to an SAP and non-SAP archiving stores

Thus, the KMC data archiving solution provides you with the flexibility for setting up archiving processes according to your particular KM scenario.