Archiving is used in Jiwa to remove eligible older transactions from active processing while retaining the historical information required for supported review and reporting.
This article explains when archiving may be considered, what users should check before running an archive, and how to review the results after it has completed.
What is archiving?
Archiving separates eligible historical transactions from the records used in day-to-day processing.
Once archived, those transactions are no longer treated as active records. Historical information remains available through the supported reporting and review options provided by Jiwa, although archived transactions may be accessed differently from current transactions.
The exact result will depend on the type of transaction being archived and the criteria selected for the archive.
When should archiving be considered?
Archiving may be considered where:
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the Jiwa database contains a large volume of older transactions
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historical records are no longer required for routine processing
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users need to separate older information from current operational records
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the volume of historical information is being reviewed as part of system maintenance
Archiving is not a method for correcting transactions that were entered incorrectly. Incorrect transactions should be reversed, cancelled or corrected using the appropriate process in Jiwa.
Before you archive
Archiving can affect how historical transactions are viewed and reported. Before running an archive, confirm:
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the type of transaction to be archived
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the date range and other selection criteria
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which records are expected to be included
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whether users still need the records for current processing
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whether reports, integrations or customisations use the affected transactions
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how the archived information will be accessed after the process
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when the archive should be run to minimise disruption
Archive criteria should be reviewed carefully before the task is enabled or run.
Important
Archiving should only be completed through the Jiwa Archiving Maintenance process. Do not attempt to remove or alter historical transactions outside the Jiwa interface.
If you are unsure whether an archive is appropriate for your database, contact Opal Logic before proceeding.
How archiving works
Archiving is managed through the Archiving Maintenance area in Jiwa.
In general, the process involves:
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selecting or creating the required archive configuration
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confirming the transaction type and archive criteria
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configuring the archive task or schedule
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running the archive process
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reviewing the result in the History tab
The available settings and criteria will depend on the type of transaction being archived.
Reviewing the archive results
After the archive has completed, review the History tab in Archiving Maintenance.
The history record provides information about the archive run, including its status, timing, message and related report.
Check that:
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the archive completed successfully
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the expected records were included
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there are no warnings, errors or exceptions requiring investigation
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current transactions remain available for normal processing
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required historical information remains available through the supported reports and review functions
Any unexpected result should be investigated before another archive is run.
Common archiving mistakes
Common issues include:
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running an archive without reviewing the selection criteria
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selecting an incorrect date range
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forgetting to enable or run the required archive task
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not checking the History tab after completion
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archiving records without considering their reporting impact
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assuming archived transactions can be returned easily to active processing
Next steps
Once you understand the purpose and impact of archiving, refer to the articles in this section for the step-by-step process.