Types of Archiving in SAP: Data, Document & ILM Explained
Archiving in SAP is multifaceted. It’s not just about saving space—it’s about legal compliance, lifecycle governance, and optimizing HANA performance. In this article, we explore the three primary types of archiving in SAP and when to use each.
1. Data Archiving
Data archiving refers to moving obsolete business data from the active database into archive files using archiving objects. These files can be retrieved when necessary but are no longer part of the online transactional system.
- Tool: Archive Development Kit (ADK)
- Managed via: Transaction
SARA - Use case: Archiving billing documents, material movements, FI documents
- Goal: Improve system performance and reduce database size
2. Document Archiving
Document archiving focuses on archiving business documents (invoices, POs, delivery notes, etc.) in external storage systems using ArchiveLink. It ensures long-term access to digital records in compliance with retention policies.
- Interface: ArchiveLink
- Storage: Certified content repositories (database, file system, or archive systems)
- Transactions:
OAC0,OAC2,OAC3 - Link tables: TOA01, TOA02, TOADL for print lists
3. ILM-Enhanced Archiving (SAP ILM)
SAP Information Lifecycle Management (ILM) builds upon data archiving by introducing rules for data retention, legal holds, and secure data destruction. ILM requires WebDAV-compliant storage with metadata support.
- Interface: WebDAV (ILM-certified)
- Functions: Retention periods, legal hold, deletion lock
- Use case: GDPR compliance, system decommissioning, ILM policies
- Tools: ILM Framework, IRM (Information Retention Manager), Retention Warehouse
Visual Comparison
| Type | Primary Purpose | Main Tools | Compliance Support |
|---|---|---|---|
| Data Archiving | Remove inactive transactional data | ADK, SARA | Basic |
| Document Archiving | Store digital documents securely | ArchiveLink, OAC* | Moderate to High |
| ILM Archiving | Manage lifecycle and legal requirements | WebDAV, ILM, IRM | Very High (e.g., GDPR) |
Conclusion
Understanding these types of SAP archiving enables you to apply the right strategy for your business needs. Whether you are reducing data load, managing compliance, or planning a system shutdown, these approaches give you the tools to act with confidence.
Author: Kumar – SAP ILM & Archiving Consultant
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