Archiving Paper Documents

I am really sorry if this is the wrong forum to post this query in, but I have done countless searches on Google and haven't had much luck.
I would like to be able to archive some business paperwork using my HP all-in-one printer/scannner.
What's the best way to achieve this?
TIA.
--Andy
imac G5 20; 1gig RAM; 160HD; airport; bluetooth keyboard & mouse; bose companion 3 speakers Mac OS X (10.4.3)

Adding to Barry's excellent advice I would, if making CD or DVD copies, make multiple copies on Cd or DVD and store them in different locations. If the documents are really critical maybe one copy should be in a safe deposit box, or some other secure location. Don't just leave a copy at work or at home. YOur home may suffer some sort of damage like a fire or something that destroys the copy, or the business you are at may get sold or you come to work one day and find a padlock on the door. You never know.

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Using Sharepoint as an archival and document management

Hello,
I was asked by my manager to look for possible solutions to convert our archive paper file cabinets that are full of student records into digital format. We do not utilize sharepoint yet at the school but I was researching and found that sharepoint does a good
job in archiving and content management. The ultimate goal for us is:
1- to be able to scan the documents in the file cabinets and save them into folders on sharepoint. We want to be able to create a folder under a specific students' name and then scan all documents related to that student into that specific folder.
2- Give permission to specific staff members to access and search for docs by student name.
I wanted to ask if and how this is possible to achieve by Sharepoint knowing that we have an estimate of 120,0000 paper docs to scan.
I would much appreciate your help.
Thanks!
Nancy

Hi
There are many options to scan your documents and directly save and place in Sharepoint with very effective manner, you can Save directly from Scanner Deive, versioning, searching,
ordering, automatic workflow and you can set the RCM policy in that if the documents is saved since very long time you can automatic arrive them from one location to another or can remove them apart from this there is many nice feature for content management
you will get out of the box using SharePoint content management.
You can use following application along with SharePoint to scan the contents.
here are some of them.
KnowledgeLake provides an affordable, platform based solution for managing
your company’s unstructured content right
within SharePoint. KnowledgeLake is an enterprise scalable and comprehensive SharePoint solution for searching, viewing,
securing, routing and annotating your company’s mission critical electronic content. The KnowledgeLake solution is fully
integrated with SharePoint, so it is easy to implement, easy to administer, presents low risk, and is cost effective.
2. ScanSnap and Microsoft SharePoint enable you
to expand the benefits of your Enterprise Content Management (ECM) system, right from your desk. Fujitsu bundles the KnowledgeLake ‘Scan to Microsoft SharePoint’ application with the scanning software, making it easy to onramp scanned documents directly
to SharePoint.
Scan to Microsoft SharePoint is a desktop application enabling users to easily index, store and retrieve any document to SharePoint 2003/2007/2010 or Office Live. It eliminates
the conventional multi-step, manual process that standard SharePoint constructs require, replacing it with a fully integrated and automated solution.
Here is nice article you can find some good details about content management automate.
http://www.technologyfirst.org/magazine-articles/120-march-2013/823-bizdocshow-to-make-your-small-business-paperless-using-sharepoint-with-integrated-imaging-and-scanning.html
Krishana Kumar http://www.mosstechnet-kk.com

How to get Status of Archived Delivery Document line item

Hi Folks,
I want read the Status of line item of archived delivery document.
As delivery is archived, it is not found in LIKP/LIPS. So I got the archived delivery document from VBFA table.But this does not contain the status field.
Is there any program or Function modules which reads this status.
Please help.
Thanks in advance.

Check field VBUK-GBSTK (Overall processing status of document).
regards,
srinivas
<b>*reward for useful answers*</b>

Converting a paper document to ADOBE Page

hi guys,
I have a task like this To convert a paper document to ADOBE page and i should edit that page also.
I have converted a doc to ADOBE page and when i open that doc in ADOBE Life cycle designer, it opens as an image (so we cant edit that).
Is there any idea to convert that document as an editable one.
with Regards,
sriram

Please refer to my post in the following links.
how to edit a PDF document in Netweaver Development Studio?
Edited by: Satyabrata Panda on Jan 23, 2008 12:53 PM

Transaction MB5B takes not into account the archived material documents

Transaction MB5B takes not into account the archived material documents . Is it possible?

Hi
It is not possible to see the archieved materials. Once archieved it will remove from the registry. Cannot be retrieve back.
Thanks
Ganesh

Creation of DMR and CMR from the archived billing document in EHP3 system

Hi all
I read somewhere that one of the functionality in EHP3 is we can create sales document like debit memo request and credit memo request from the archived billing document. I am working on EHP3 system only but i am not able to create the sales document. the system throws an error that billing document doesnt exist
If any one of you have worked on such functionality kindly suggest me why its not happening here also let me know Is ther any customization required for the execution of this functionality in spro.

> If any one of you have worked on such functionality kindly suggest me why its not happening here also let me know Is ther any customization required for the execution of this functionality in spro.
I suggest you open that question in an SD forum together with the support package you run and if you have an industry solution or any business function sets activated or not.
Markus

Creation of sales document (DMR, CMR) from the archived billing document

Hi all
I read somewhere that one of the functionality in EHP3 is we can create sales document like debit memo request and credit memo request from the archived billing document. I am working on EHP3 system only but i am not able to create the sales document. the system throws an error that billing document doesnt exist
If any one of you have worked on such functionality kindly suggest me why its not happening here also let me know Is ther any customization required for the execution of this functionality in spro.

hi,
the help says:
You can use this business function to further optimize your electronic Sales and Billing Processes.
Electronic data archiving regulations result in a high volume of data for sales documents and require invoices to be archived at an early stage. You can integrate archived billing documents in your business processes more easily. Since you still have electronic access to archived invoices during the sales process, you can manage archiving without delay and execute further sales processes electronically.
You can more efficiently use the rebate agreements from SAP ERP for your marketing activities. In particular, customers who use SAP CRM (Trade Promotion Management) with a large volume of data for campaigns, target groups, and product segments can define a custom-made logic for their rebate determination and thus avoid potential database problems.
Integration
To implement the logic for rebate processing in SAP ERP, you use the Enhancements for Rebate Processing Business Add-In (BAdI). For more information, see the Implementation Guide (IMG) under Sales and Distribution Billing Rebate Processing Business Add-Ins (BAdIs) Enhancements for Rebate Processing .
Prerequisites
You have activated the Logistics: S&D Simplification (SD_01) business function.
Features
You can integrate archived billing documents in your business processes as follows:
Create sales documents with reference to archived billing documents, such as credit memo and debit memo requests.
Display archived billing documents.
When you do either of these steps, the system first looks for the invoice in the database and then in the archive.
For the sales employee, the processing steps are identical, regardless of where the sales document is stored. As soon as the sales employee processes an archived billing document, they see the relevant information in the message line as well as in the title of the function.
For rebate processing, you can store your company's check logic in the interface of the Business Add-In (BAdI) Enhancements for Rebate Processing.
So check if you have activated the business function.
I hope this helps.
Balazs

Command "Payment Usage" in Archived Accounting Document does not works.

Hi,
I can't use command "Payment Usage" in FB03 to drilldown from the document to its related invoices if this is the archived payment/clearing document . Is there the other way to find this relationship between the payment/clearing document and invoices? Thank you very much..
Anek

when you have archived the document the document is not available in SAP. In that case how you find out the invoice and relate?

Archive Link Documents

Hi Experts ,
I am currently working on the Web UI component GS_CM . The requirement is to display the name , description and the created by fields entered by the user during the upload process correctly on the web UI. The user would click the advanced button and then click the attachment button in the advanced assignment block to upload documents. These documents are added as archive link documents. In the current state only the extension name ( E.g. xls ) is displayed. The data entered by the user is being populated correctly but I am not able to figure out where the attributes are being set and where wrong information is being picked up . Could anyone with experience in attachments and who has worked with the component GS_CM please help me out? Could this be a standard issue? Any reference to SAP notes would be really helpful.
Also is there an API that would fetch the information directly from the database?
Thanks.
P.S: These attached documents are added within a single folder within the Archive link folder. Hence the view for the advanced assignment block has a context node with a tree structure. It is this mode which holds the name , description and the user name.

I assume you have read http://scn.sap.com/docs/DOC-27791 ?
First you must have Services for Objects enabled. Then you will need further enhancement to "Store Business Documents" if yo are truly using "archivelink" documents. If you use create attachment you will just be writting to the SOFFCONT1 table in SAP.
You are spamming all the old threads on this site. This is considered very bad form.
Please be more specific in what you have attempted to implement and you are more likely to get truly helpful answers.

Archiving EHS document with ADK

Dear all,
I am running ECC 5.0. I am trying to archive EHS documents with ADK using the object CV_DVS. I am following the documentation from IMG, Under the step "Check Document Types and Document Statues" I create the status HI, AL and AR for the document type SBR. I ran the preprocessing step for CV_DVS and I get nothing to archive. I check the log and here is the message.
Job started
Step 001 started (Program RC1_DVSARCH_PREP, variant TEST1)
Change report bodies:
Report DW_PERFORMI XXX_US_SDS E 00002 is not archived; document for report missing in SAP database
The status you enter does not exist
The status you enter does not exist
No reports were set to the status "Archiving is Running (AL)'
Job finished.
I just wonder have anyone using CV_DVS to archive those MSDS reports and would like to know how do you configure
"check document types and document statuses"? it seems something is missing in my ECC 5.0 default configuration for the table.
Thanks.

Hi,
As you experienced all DIALOG function modules will not work in Batch because the is no connection with a frontend (PC).
You have to get your PDF on a server so you can process them in Batch.
Maybe you can than use the FM: ALINK_DOCUMENTS_CREATE_FILE
Success,
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Can't display archive change documents for agreement (COND_B)

Hello,
I want to display archive change document for object class : COND_B (agreement) via transaction MEB3:
The archive works fine, and I can found the archive change documents form SARA.
(Archive Objetc = CHANGEDOCU
Archive info structure = SAP_CHANGEDOCU2 (is active))
But the display from the application transaction : MEB3 doesn't work.
In the DEBUG:
the Function module is called automatiquely: COND_B_DISPLAY_DOCUMENT
THEN SUBMIT RSSCD100
THEN The function module is called with the no parameter READ_CHANGEDOCU (ie with space value)
THEN the program reads only from DB
Question : HOW I oblige the program to read from the archive (READ_CHANGEDOCU = 'X') ?
I checked these SAP notes 1050935,1299903, 1308024, 1128954, 1050335
but no results.
May be I forgot some customizing ( SARA,, AOBJ )?
Thanks for your help.

Hi,
As I understand, the change documents archived using the CHANGEDOCU archiving object are no longer available using the application object.
Refer to Notes 1257133 and 140255 where they mention the above point.
If you want to read change documents along with the application, then you must first archive the change documents along with the application.
In your case, for agreements, you should use object SD_AGREEM so that the change documents also gets archived along with the agreements. Refer to note 761281 to check whether the archiving class CHANGEDOCU is already defined along with object SD_AGREEM in your system.
Hope this helps,
Naveen

Using DMS Content server for Archiving HR documents

Hi SAP Gurus,
with the details gathered from the forum we could suggest the client to go for Archiving there Documents for storing there HR related Documents, like Resumes, salary hike litters, leaves etc....
but as we do have DMS here and intending to get a Content server for DMS, can we use the same content server for archiving the HR documents also,
or the other way round if we go a Big archiving server, can we store DMS documents there using it as Content Server,
Thanks and Regards,
Priya S

Yes, you can use the content server. Just create an ArchiveLink Repository on the server and you can use it for HR.

Reports showing Archived Sales Documents

Hi, I am working on using SARA to archive SD documents, and it seems as if Document flow and Change logs are not archived, and not possible to see in reading the archived Sales Orders from SARI/SARJ. Are there SAP standard reports which can fetch and show data from archive, or any other way to find a 'document flow' (to eg. deliverys or billing docs) and 'change log' from an archived Sales Order?
Thanks!

Hello,
The answer from Caveman is correct, the DRB - tcode ALO1 (that is the letter o not a zero) retains some of the document flow of archived data.
Do not use transaction VPAR as that archives data related to preference determination and transaction VF07 does not show document flow.
If you have implemented the PBS modules to view archived data, they retain the document flow information and you can view the data exactlly how it looked before it was archived.
Hope this helps.
Best Regards,
Karin Tillotson

Archiving fi documents

FI Friends,
Let me know how to archive fi ducuments.
regards
srinivas
< PLEASE SEARCH FORUMS BEFORE POSTING -- Moderator >

Hi,
Archival is done with tcode SARA
Configuration
In SARA tcode,
Object : FI_DOCUMNT (For archive FI Documents) and press enter
click on customizing button
Maintain account type life
Maintain document type life
For Archiving FI documents:
Object : FI_DOCUMNT (For archive FI Documents)
Select Write Option.
Put a variant name and click maintain.
In the next screen (change screen assignment) check the check box and click continue.
Enter Company Code, Fiscal Year / Period and all Document numbers, Remove Test run button and Click on Attributes
Enter meaning text and Save.
In Main screen again click on SAVE and click on BACK.
Go to start date run it immediately. Then,
Go to spool parameters and check it.
Click on Immediate
Click on Save.
Go to Spool Parameters. Click on ok.
Execute the same now job is scheduled.
Go to SM37 and check scheduled job.
Click on job log and note session number for archival
Now to delete the documents:
Object : FI_DOCUMNT
Click on Delete
Click on archive selection, select session number and schedule background job.
Regards,
Kiran Varma

Archiving spool documents

Hi Gurus,
We are looking for a solution how we can download and archive spooled document into an easily accessible and secure directory.
Issue is with spooled pdf jobs that contain thounsand of pdf files , non sequential , that need to be downloaded and archived in area where these files could be consulted by any business users.
I found a program RSTXPDFT4 , but i 'm not sure there is a solution with archivelink , because there is no business object for spoolfile . Is it possible to do it with archivelink ? or other solution
custom objects and a bespoke method to call standard functionality for the actual storage of the data ?
or to get the PDFs archived and linked to the belonging SAP business documents.
I have no idea and experience zero in archiving.
Thanks in advance for any information
Soufiene

Hi Soufiene,
From your question, my understading is that you are looking for something lke archiving outgoing documents. With this scenario, you can send the documents, which is sent to spool for printing, to archive also. So you will have the choice to either 'Print' or 'Store' or 'Print and Store'.
There are many such archivelink scenarios available based on the module and the business object. The following link explains one such scenario of archiving outgoing SD documents.Have a look at this link which might give some idea.
Link: [http://help.sap.com/saphelp_erp60_sp/helpdata/en/33/5cd7345a238045e10000009b38f83b/frameset.htm]
Hope this helps,
Naveen

Archiving Paper Documents

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