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Procedure documentationCreating an Object Category for the Retention of Paper Documents

 

You also can use SAP NetWeaver ILM to store archived data objects as well as original paper documents (that are not mapped in the system).

In Customizing for ILM rules, SAP delivers the predefined object category OT_FOR_PD with the ILM object PAPER_DOCS for this purpose. This object category is not included in the runtime environment of the rule engine. You use it for the administration of retention periods of paper documents.

You can use the object categories supplied by SAP or you can use your own object categories (as described below) for this purpose:

Procedure

1. Creating and Defining Object Categories

  1. In the SAP system, call transaction IRM_CUST or, in SAP Reference IMG, choose Start of the navigation path SAP Customizing Implementation Guidelines Next navigation step SAP NetWeaver Next navigation step Application Server Next navigation step Basis Services Next navigation step Information Lifecycle Management Next navigation step Retention Management Next navigation step IRM Object Customizing End of the navigation path.

  2. Create an object category and the related ILM object.

    Select RTP (retention rules) as the allowed policy category.

    For more information, see: General Settings for ILM Objects

2. Creating Dictionary Objects (Database Tables) for Rules and Conditions

  1. Create a table for the rules of each combination of object category and rule category.

    Rules define the criteria (for example, retention period, storage location) that are valid for the objects in this object category.

  2. Create a table for each condition under which a rule is applied.

  3. In the dictionary for object category-specific criteria and fields of rule tables, create structures that you can use as includes in the rule tables.

    You can use the following predefined structures:

    • LRM_S_RULE_INDEPENDENT_KEY for object category-independent key fields in the database table for rules

    • LRM_S_RULE_INDEPENDENT_PART for object category-independent non key fields in the database table for rules

    • LRM_S_COND_INDEPENDENT_KEY for object category-independent key fields in the database table for conditions

    • LRM_S_COND_INDEPENDENT_PART for object category-independent non key fields in the database table for conditions

    1. Start the ABAP Dictionary (transaction SE11).

    2. Create the required Include Structures in the Z namespace.

      The include structure should contain the fields and data elements that you want to use to evaluate the rules in your object category.

      Examples: LRM_S_PD_RTP_RULE and LRM_S_BS_RTP_RULE

    3. Create the Database Table for Rules in the Z namespace. Note the following points:

      • Delivery Class: G

      • Fields tab page: Enter the includes LRM_S_RULE_INDEPENDENT_KEY and LRM_S_RULE_INDEPENDENT_PART as well as the include structure created in the first step.

      • Select the options Key and Initial Value for the include LRM_S_RULE_INDEPENDENT_KEY.

      • Technical settings: Such as LRM_BS_RTP_RULES

    4. Create the Database Table for Conditions in the customer namespace. Note the following points:

      • Delivery Class: G

      • Fields tab page: Enter the includes LRM_S_COND_INDEPENDENT_KEY and LRM_S_COND_INDEPENDENT_PART.

      • There is no object category-specific section for conditions.

      • Select the options Key and Initial Value for the include LRM_S_COND_INDEPENDENT_KEY.

3. Registering Dictionary Objects

  1. Start transaction SM30.

  2. Call up the V_LRM_RE_RES_STR view for editing.

  3. Enter the new object category and select RTP as the policy category.

  4. Enter the names of the include structure, rule table, and condition table for the new entry.

Result

You can assign the ILM object of the new object category for paper documents to an audit area and create a retention policy for it.