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Archiving in the SAP World: Compliance, Security and Effective Management

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How to safely and effectively manage document archiving in SAP?

In today's digital age, the collection of massive amounts of data has become commonplace for organizations in various sectors. A question that often arises is how to effectively manage this data to ensure smooth operations. It is SAP data archiving, plays a key role.

Data Archiving is the process of moving less important but still relevant information to a dedicated archive, leaving the main database cleansed of resource-intensive historical data. There are many reasons why data archiving is becoming increasingly important for organizations.

The article takes a closer look at The role of data archiving in SAP. We will present the key benefits benefits of well-designed data archiving and discuss the most important factors to consider when implementing an effective archiving strategy in the context of SAP. Let's discover how to optimal data management archives can bring significant benefits to organizations, improving efficiency, saving resources and ensuring regulatory compliance.

What are the benefits of document archiving for the company?

1. performance

First, well-designed data archiving enables optimize system performance, eliminating unnecessary loads and reducing response times.

This is done by eliminating the unnecessary burden that results from storing large amounts of data in the main database. By moving this information to a dedicated archive, the database becomes significantly lighter and more responsive, resulting in a reduction in overall system response time. This allows users to respond faster and Use the SAP system more effectively, which improves their productivity. In addition, the reduction in system load has a positive impact on system stability, minimizing the risk of crashes or slowdowns.

Data archiving performance can be further enhanced by using distributed archiving systems and cache servers. Distributing allows the load to be evenly distributed among multiple servers, speeding up the process of moving data into the archive. In addition, it also allows archiving to be scalable, meaning that organizations can easily adjust their archiving resources to accommodate growing volumes of data.

Use of cache servers also helps improve archiving performance. Cache servers store frequently used data in cache memory, allowing quick access to it without having to refer to the main database. As a result, archiving operations can be sped up, and the time required to move data to the archive is reduced.

The combination of distributed archiving systems and cache servers creates a efficient archiving environment, in which both the transfer of data to the archive and its reading from the archive are carried out efficiently and quickly.

2. cost optimization

Data archiving contributes to significant saving disk space, which is especially important for organizations that generate huge amounts of data. The savings come from moving older and little-used data to slower and less expensive drives. In this way, the main disk storage resources can be reserved for the most important and more frequently used information, reducing the costs associated with investing in more expensive storage media.

In addition, data archiving leads to reduce the size of the database, which has direct consequences not only for reducing the costs associated with infrastructure maintenance, but also for a significant reduction in the cost of commercial database licenses, which most often depend on the size of the database.

With this aspect of optimizing archiving costs, organizations can focus their resources on the most important and actively used information, while maintaining access to less important data.

3. legal requirements

In addition, by transferring older data to the archive, it is possible to effectively preserve the regulatory compliance and data retention regulations, which is another key reason why archiving is essential. Compliance with regulations, such as, for example, RODO, requires organizations to scrupulously adhere to specific data retention periods.

SAP data archiving enables organizations to thorough management of their life cycle, enabling the automatic transfer and storage of older data in accordance with required regulations. In this way, organizations not only minimize the risk of violating the law, but also avoid sanctions and potential consequences associated with non-compliance.

In addition, data archiving enables organizations to carry out audits quickly and efficiently and documenting compliance with regulations. Access to archived data in an easily searchable and unaltered form protects organizations from the loss of important information and enables them to respond appropriately to potential audits and inspections.

In this way, SAP archiving plays an important role in ensuring compliance with laws and regulations on data storage, which is essential for organizations operating in various industries, especially those subject to stringent regulatory requirements.

4 Data security

Proper archiving of data and documents in SAP provides an additional layer of protection for stored information. Moving data to an archive allows you to isolate it from day-to-day operations, minimizing the risk of their loss or damage In the event of a system failure or cyber attack.

To ensure data security, archiving can be supported by various mechanisms, such as data encryption, access management and auditing. Data encryption ensures that the information in the archive is protected from unauthorized access, even when the archive is stored in an external location or in the cloud. Access management controls who has permission to read, write and modify data in the archive, ensuring that access is limited to authorized users only. Auditing activities in the archive enables monitoring and tracking of operations, ensuring transparency and accountability when incidents occur.

In addition, backing up archival data is another part of securing data. Regularly creating backups and storing them on segregated media or in external locations protects against their loss in the event of hardware failure or natural disaster. Securing data is indispensable for organizations that store information in SAP. Data archiving, along with appropriate protection measures, provides peace of mind, reinforcing confidence in the integrity, confidentiality and availability of data, which is critical to operational business continuity and meeting regulatory requirements.

Summary

Archiving data and documents in SAP has many benefits and relevant aspects. It provides system performance optimization, storage space savings, regulatory compliance, data redundancy minimization, and long-term information storage and consolidation. In addition, archiving enables resources to be focused on the most important data, facilitates information search and retrieval, and enhances data security through safeguards such as encryption, access management and auditing of operations.

One system that meets all these conditions is the following. OpenText Archive Center. OpenText Archive Center is an advanced and comprehensive data archiving solution that integrates with SAP, enabling effective data lifecycle management, storage in accordance with regulatory requirements, and protection of information from loss and unauthorized access. With OpenText Archive Center, organizations can rest assured that their data is managed to the highest standards of security, performance optimization and regulatory compliance.

SAP data archiving, using solutions such as OpenText Archive Center, ensures optimal use of resources, cost minimization, regulatory compliance, data security and effective information management.  

Pawel Przybylski