SAP Archiving and Document Access versus Core Archiving - Similarities, Differences and Selection Strategy

Introduction

Today's businesses are increasingly facing the challenge of managing data and documents in an SAP environment. Security, compliance, system performance and readiness for migration to the cloud are becoming key. Against this background, the question often arises:

Are SAP Archiving and Document Access (ADA) and Core Archiving the same thing?

Although both solutions offered by OpenText share a common goal – Data and document archiving in SAP - are not the same product. They differ in architecture, deployment model, integration scope, and alignment with the organization's IT strategy.

In this article, we show what unites them, what divides them, and when it's worth reaching for which one.

Common Ground: Archiving SAP Data and Documents

Both SAP Archiving and Document Access by OpenText (ADA)as well as OpenText Core Archive for SAP Solutions (Core Archiving) enable:

• Long-term storage of SAP application data outside the database,
• Archiving of incoming and outgoing documents (e.g., invoices, scans, PDFs),
• Integration with SAP GUI and SAP Fiori to provide direct access to documents from SAP transactions,
• Regulatory compliance (e.g. DSGVO, GDPR, local filing laws),
• Reducing the load on the SAP system and the costs associated with data storage.

However, the way these functions are carried out differs dramatically.

Key Differences: On-Premise vs Cloud-Native

When to Choose SAP ADA, and When is Core Archiving Better?

SAP ADA - the choice for on-premise environments

A solution proven by thousands of companies around the world, used mainly in organizations with their own IT infrastructure. It is suitable where:

• strategy is based on on-premise or hybrid,
• company needs full control over the archive and documents,
• IT infrastructure is already prepared to host OpenText Archive Server.

Core Archiving - the choice for a cloud-first strategy

Created with the intence of full compatibility with the cloud, Core Archiving is the answer to the needs of modern organizations that:

• migrate to SAP S/4HANA Cloud or use the model RISE with SAP,
• seek to reduce infrastructure costs and simplicity of IT management,
• expect a short implementation time and full scalability.

Both solutions support SAP workload reduction by moving historical data into the archive. However, SAP Archiving and Document Access additionally offers mechanisms for managing and contextualizing document access, which improves operational and analytical activities. As a result, users can make business decisions faster.

Compliance, Security and the Future

Core Archiving has built-in mechanisms for regulatory compliance, document lifecycle management (retention, legal hold), and automated auditing - making it extremely convenient from the standpoint of compliance and IT security.

In contrast, SAP ADA - while more locally configurable - requires active management of these aspects by the organization's IT team.

Want to Learn More?

If your organization is faced with choosing an archiving solution for SAP, it makes sense to start by defining your IT strategy: on-premise, cloudor hybryd? Only on this basis is it worth considering specific tools and integration scenarios.

Need support with your analysis or want to see a demo of Core Archiving in practice?

Contact us - We will help you choose the solution best suited to your business.