SAP Mail Archiving

SAP Mail Archiving – Attachment list for an order

SAP Mail Archiving – Hit List of Dropped Documents

The advantages of mail archiving via ArchiveLink are obvious. The SAP databases and system administration are relieved. The reduced database size does not only become interesting with the in-memory database HANA (keyword: document-free ERP). This is because less memory means significant savings in memory costs. In addition, existing installations benefit from a leaner database.

The ArchiveLink interface is a well-known and future-proof technology. The e-mails are stored as a whole via the ArchiveLink interface when they are sent. The maintainability of the SAP system is also improved and the reorganization of the SAPOffice table is considerably simplified. Simple, safe and without additional effort.

General reasons for archiving

There are system-technical and legal reasons for archiving application data.

Data archiving ensures that

1. reduce the disk space and runtime issues caused by the growth of transaction data,
2. the data growth is moderate and the database thus remains controllable and administrable in the long term,
3. Companies can meet the legal requirements for the storage of data cost-effectively,
4. the data is reusable, i.e. it can be used at a later date, e.B. in the development of new products.

In fact, about 90 of all ERP systems do exactly the opposite. The mail is deposited exactly through this table. The SAPOffice functions are often unknown in detail. As a result, the SOFFCONT1 table is in the top 10 of the largest tables in virtually every ERP system. By outsourcing the content to an HTTP content server according to Note 530792, you move parts of the content (the attachments). However, the mail texts remain in the SAP database. These texts could be moved separately to ArchiveLink via transaction SOY8. This means that they are stored separately from the attachments. All in all, a procedure that is used in practice almost nowhere.

The result in practice:
Mail texts are never archived. The audit security of the e-mail storage system is more than questionable, although of course there are various standards for daily e-mail traffic. In addition, the nature of the storage creates difficulties in maintenance and reorganization. In addition, the databases grow through SAPOffice objects. There are difficulties in the performance of mail attachments on content servers. Ultimately, SAPOffice technology is a discontinued model that is no longer being developed by SAP AG.

What is the solution?

With MailCenter archiving, you can archive outgoing e-mails directly from the well-known ArchiveLink interface. This means that the complete e-mail including attachments is completely available in the archive system. As a result, no data is permanently stored in the SAPOffice tables.

About SAP Archiving

Archiving data and documents is an important process for managing and retaining critical information and complying with legal requirements for data storage. SAP provides several tools and functions for archiving data and documents, including ArchiveLink, SAP Business Object Linked, and SAP Data Archiving. ArchiveLink is a certified interface that enables integration with external filing systems, such as enterprise content management systems. This enables the archiving of data and documents such as invoices and purchase orders outside the SAP system.
SAP S/4HANA also has the ArchiveLink interface to link the archived data to the live data.

It is important to note that the archiving of personal data is subject to certain legal requirements and regulations. It is important to ensure that all data archiving solutions comply with these regulations.
Archiving in SAP systems also includes topic archiving, in which certain topics are selected for archiving and stored documents are stored systematically.
With SAP standard functions, the archiving process can be automated and the secure and compliant storage of data and documents can be guaranteed.

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