Plan and prepare for data archiving

Archiving helps Sage 300 CRE manage data volume and improve performance over time.

Companies choose archive frequency based on transaction volume and reporting needs. Archiving is optional and typically occurs infrequently for medium-sized companies. Organizations with high transaction volumes often archive more frequently to maintain performance and manage data growth.

Reasons to archive data

Archiving supports system performance and long-term data management. Common reasons include:

• Reduce file size to improve processing and reporting speed
• Reduce the time required to upgrade current data
• Enable reporting on historical and current data together or separately
• Streamline selection lists to show only current records, such as jobs, employees, invoices, and leases

Archive performance considerations

• For best performance, run archiving processes directly on the server.
• Because each application applies different criteria, some reports don’t function from the archive folder.
• Sage 300 CRE doesn’t support archiving for Address Book or Billing.

Create a company-wide archive plan

Develop a documented approach before archiving to ensure consistency. Consider these planning questions:

• Archive frequency for each application
• Movement strategy, such as current to history or history to history
• Naming conventions for archived files when using named files
• Storage location and naming standards for archive data folders

Complete these steps before archiving

Prepare the environment and data before starting the archive process.

1. Back up all data files.
2. Verify proper permissions in Sage 300 CRE and on the network.
3. Print required reports, because archived data changes reporting results.
4. Create a new archive data folder when required using File, New Company. Select Use current setup to keep setup options consistent.
5. Estimate archive duration and plan downtime, because all applications must close.
6. Run File Doctor to identify potential data issues.
   
   NOTE:

   File Doctor isn’t available in Estimating, Investment Management, Purchasing, Inventory, or Service Management.

7. Stop all processing during archiving and resume after completion.

Complete these steps after archiving

Finish the process by securing and documenting archived data:

1. Optional: Run File Doctor to compact files and reduce disk usage.
2. Back up archived data files.
3. Document archived files, storage locations, and retained journals.

How do I move transactions to history in Cash Management?

How do I archive jobs, commitments, and transactions in Job Cost?

How to archive the Log Viewer

How do I move Accounts Receivable invoices to a history file?

How do I archive my Estimating data?

How do I archive my Property Management data? (move to history)

How do I move Jobs in Project Management?

How do I archive my Inventory data?

How do I archive my Payroll data?

How do I archive my General Ledger data?

How do I archive my contracts to a history file?

How do I archive data in Service Management?

How do I archive my Purchasing data?

How do I use Move Payments to archive my Accounts Payable data?

Can I archive or move invoices in Billing