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SAP archiving for Legal purposes

Former Member
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Hello All: My company wants to retain SAP documents from SAP legacy systems before they EOL the systems. It is very unfortunate there is no good documentation on what is there in each system but have a general high level understanding. We have the Legal requirements for Archiving and want to come up with an Archiving startegy but don;t know how to get started since the requirements read

Genral Finance - 1)Budgets 2)Financial Plan 3) Financial Reports - annual 4) Forecasts - 1 Year 5) Forecasts - 5 year 6)Profit and Loss Statements 7)Profit Reports

How do I know what document types fall under each of the area..for eg. under Budget what do I need to look up?

Any help will be appreciated

Thanks, Papu

Edited by: orpapu on Sep 14, 2009 9:07 PM

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Answers (2)

Answers (2)

Former Member
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When you say retain documents, are you talking about outgoing document archiving or data archiving?

If its data archiving, these objects are identified through a data analysis so there is no fixed list of objects to archive.

If its outgoing document archiving, then this is business dependent and only the business can tell you what they need to keep, you can't tell them. They would know what they use.

Former Member
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The reason there is no document is that this requirement is based on the individual requirements for each country. For example, the USA has different legal requirements for archived data to that of Europe.

You would need to check what the requirements are with the local tax organisation.

Former Member
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Athol: how do I know what doc types are there for eg. Budgeting? Unless I know the doc types it will be difficult for the Legal / tax team to decide what needs to be archived. Makes sense? I'm new to SAP..please please bear with me

Former Member
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Hi Orpapu

To know what kind of documents it contains, is entering the transaction SARA i.e MM_EKKO object, then cuztomizing, the screen shown there are classes

I hope you still serves the information

Greetings

Former Member
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I think the following archiving objects may address your needs. However , you need to check the underyling tables for these objects and whether the current financial processes in the areas you describe are indeed causing a volume growth in the underlying tables.

But in general here are some pointers.

Controlling Cost Accounting : CO_ITEM, CO_TOTAL , CO_KABR , CO_ORDER

Financials Reporting and Forecasting : (FI_DOCUMNT , PS_PROJECT)

Profitability Analysis : EC_PCA_ITM ,EC_PCA_SUM, FI_SL_DATA

If you are using FM(Funds mgmt) module , then FM_BCS_ED,FM_BCS_LI,FM_BCS_TT,FM_BUDENT,FM_BUDHIE,FM_BUDSUM

Hope this helps.

How you should proceed is to work with your Finance Analyst and have a look at the documentation for each of the processes you mentioned above. Next , try to identify the transactions used. Then look up this transactions in the SAP Menu Tree. From the menu tree , its possible to understand under which header SAP classified it. From the classification , go to table ARCH_TXT and look up the objects which may address the need.Also see if the tables underlying the objects from DB15 t-code.Check in DB02 if these tables are indeed growing in volume.

This reverse approach works when you are new to SAP and Finance and Controlling. Its worked for me in reverse engineering and identifying archiving objects when the client can only provide you information on the business processes and not the tables.

Hope this helps.

-Chandra