Skip to Content
Author's profile photo Suman Poddar

HCM Data Archiving

1. HCM Data Archiving

HCM data archiving is not absolutely same as other SAP modules data archiving. Some of the HCM tables and clusters grow very rapidly, that’s why archiving is very important for HCM. SAP HCM has provided very dependable functions that enable customer to store the data from physical server data base to external storage medium. That helps to reduce the data from data base and also archived data could be used for future evaluation.


2. What is HCM Data Archiving?

During HCM data archiving for payroll results, time evaluation results and trip results, we have to follow strict requirement up to which date we want to archive. Reasons are-


  1. Archiving up to data and retroactive accounting limit must be mutually compatible.
  2. Statutory country dependent payroll calculation often runs retroactive calculation up to a specific period. So HCM data should be in data base for this period.
  3. In case of absence averaging payroll reads the data from back date. Therefore, payroll results must remain in data base up to which calculation might happen.



As payroll usually processes time evaluation results and trip results, archiving date and retroactive limit must be compatible.


3. Archiving Procedure

     A.     Archive Group

HCM data archiving built on the concept of archiving group.  This concept facilitates to store related data. System includes a wizard to create new archiving group. Using this archiving group system take care of archiving date, retroactive limit, up to which date data should be in data base.


During Archive Group creation, we have to specify some of the archiving criteria. That are-

–          Up to which date data to be archived

–          Country for which data to be archived

–          Which archiving objects to be archived

–          Which retroactive limit we are setting for which HCM component

–          Whether payroll, time, travel components are integrated in same system or not

–          Assign personnel numbers for which data to be archived

–          Period up to which you want to data in system for statutory calculation or average calculation


After creation of archiving group, archiving could be started. Archiving menu helps to process the archiving job.


    B.     Assign Personnel numbers

Assign personnel numbers to archiving group for those HR data to be archived.


    C.     Prepare Archiving

In this step system perform the checks before archiving whether after arching data base would be remain consistent.


    D.    Archiving

In this step technically data are transferred from data base to external medium and after that delete archive data from data base. To complete archiving, Archive Administration is used.


4. Tool to be used for Archiving

HCM data archived with the help of two transactions.

    A.    Archiving HR Data (PU22)

HCM data archiving requires some strict requirements. For this reason HCM has its own transaction PU22.  This is used before SARA, for taking care of all the HCM specific requirements.


    B.     Archive Administration (SARA)

This is the standard transaction used for archiving ant kind of SAP data.


5. Country Version of Archiving Group

Country version of archiving group provided by SAP HCM country version automatically takes care of statutory regulations and country dependent rules during archiving.  That’s why during creation of Archiving Group country parameter is required. Available country versions are-

– Argentina

– Austria

– Brazil

– Canada

– Switzerland

– Germany

– Spain

– France

– UK

– Japan

– Mexico


– Venezuela.


For checking more information related to available country version for Archiving Group, Please check SAP note 25622.


7. Archiving Objects

SAP HCM have following archiving objects (means which data to be archived)-


  1. BC_HROBJ – Personnel Planning

          Transaction code used to archive – SARA

      2. PA_LDOC – PA long-term documents

           Transaction code used to archive – SARA

      3. PA_CALC – Payroll results

           Transaction code used to archive – PU22

      4. PA_TIME – Time evaluation results

           Transaction code used to archive – PU22

      5. PA_TRAVEL – Trip data

           Transaction code used to archive – PU22

      6. PA_PDOC – Posting documents

          Transaction code used to archive – SARA

      7. PA_PIDX – Index files for posting to Accounting

          Transaction code used to archive – SARA

      8. PA_PFUND – Pension fund data

          Transaction code used to archive – SARA


Some of the HCM data cannot be archived – Master data for Employee and Applicant, Country specific data stored in payroll result.

Assigned Tags

      You must be Logged on to comment or reply to a post.
      Author's profile photo Kenneth Moore
      Kenneth Moore
      Great! Thanks!
      Author's profile photo Former Member
      Former Member
      Many thanks for posting such an informative article on HCM Data Archiving.

      Are there any learnings or tips that you would wish to share from your experience with respect to HCM Data Archiving? Do companies always set this up correctly, and if not, what may go wrong ?

      Thanks a lot
      Nicola McDonnell

      Author's profile photo Suman Poddar
      Suman Poddar
      Blog Post Author

      As you know Data Archiving is a Basis work. Still for HCM data archiving as I told that has some differences from other modules. That's why reasons are already stated under "2. What is HCM Data Archiving?".

      Basic thing is that-you have archive up to a date before which calculation is not required and will not happen. 


      Author's profile photo kiran dasari
      kiran dasari

      Hi, is there a way to find the list of records that are eligible for archiving HR data like PA*, HR* ? Also the reasons why they are not eligible?