What is Data Archiving?

Data Archiving is the process to move the older data that is not needed for day-to-day operations to another storage device for long term retention.

Why is Data Archiving so crucial for an organization?

Archiving the right data is extremely important for the organizations. Many of the organizations do not have a data archival strategy, mostly because they are not sure about what data and how much of the data should be archived.

The organizations should invest in building an effective Data Archival policy to ensure that they are not working on huge unstructured data, which is impacting the performance of the applications. Without having an archiving strategy, the organizations may end up losing inactive but valuable data, which is at times very expensive or impossible if needs to be re-created.

For example, for an organization handling medical data of the patients, they must have an effective Data Archival policy to ensure that the old, but valuable data from patient's medical history is not lost.

With an effective archive strategy, organizations can easily search for and access old data that continues to add value to the business over time. At the same time, they do not compromise on the performance of the applications they use to view the data.

Protects older older, important data - Data Archiving protect the older data, which is important and should be retained for future references or regulatory compliance reasons.
Reduces primary storage cost - Data Archiving reduces the cost of primary storage. The data archival storage uses a low-performance, high-capacity storage medium.
Improves application performance - Data Archiving improves the performance of the Application significantly as it displays the more recent and active data.

Archiving Data in SummitAI Application

You can archive data for the Incident Management, Service Request Management, Asset Management, and IT Operations Management modules. By archiving, the Analysts can move the old data to the database and maintain the existing data in the Application. You can create an archiving schedule to run on a daily, weekly, or monthly basis at the specified time. You can also delete the old data from the application.

To Archive Data by Module:

Select Admin > Basic > Infrastructure > Archival.
On the ARCHIVAL page, click ADD NEW on the ACTIONS panel.
Select the Module from the list and type in the required details to archive data. For more information about the fields on the ARCHIVAL page, see Field Description.
Click SUBMIT. The data archiving is configured for the selected module.

Note:

If the Incident, Service Request, and Asset Management options are not displayed in the Module drop-down list, execute the following SQL script in the Summit Database:

Field Description

This section describes the fields on the ARCHIVAL page.

SOURCE DATABASE Tab

Under the SOURCE DATABASE tab, provide TRANSACTION, SUMMARIZATION, and INDEXING data.

Figure: SOURCE DATABASE tab

The following table describes the fields under the SOURCE DATABASE tab of the ARCHIVAL page:

Field	Description
TRANSACTION
Archive Method	Select a method for data archival. Archive: This is the process of periodically moving data to different database that is no longer actively used for long-term retention. Purge: This is the process of freeing up space in the database or of deleting obsolete data that is not required by the system.
Archive Data Older Than	Type in the number of days old data to be archived.
SUMMARIZATION
Archive Data Older Than	Specify the number of days old data to archive.
INDEXING
Apply Re-indexing	Select the check box to apply re-indexing.
Enable Alert For	Select the check boxes to send alert for Failure and/or Success for data archival.
Alert E-mail ID	Specify the e-mail id of the recipients who receive e-mail notifications.
Active	Indicates the status set for the data archival. If selected, the data archival configuration becomes active. If not selected, the data archival configuration becomes inactive.

DESTINATION DATABASE Tab

Under the DESTINATION DATABASE tab, you can specify details, such as Linked Server Name, Database Name, and so on.

Figure: DESTINATION DATABASE tab

The following table describes the fields under the DESTINATION DATABASE tab of the ARCHIVAL page:

Fields	Description
DESTINATION DATABASE
Linked Server Name	Specify the Linked server name. If the destination database is in a different server (multi-server configuration), the source database connects to the destination server using the Linked server. The steps to create a Linked Server is explained later in this article.
Database Name	Specify the destination database name to save the archived data.
TRANSACTION
Delete older than	Type in the number of days old transaction data to be deleted.
SUMMARIZATION
Delete older than	Type in the number of days old Summarization data to be deleted.
INDEXING
Apply Re-indexing	Select the option to apply re-indexing.

ACTIONS

This section explains all the icons displayed on the ACTIONS panel of the ARCHIVAL page.

Filters

Click the Filters icon to select the Module for which you want to view the data archival configuration.

FILTERS pop-up page
Figure: FILTERS pop-up page

SHOW LIST

Click SHOW LIST to display the LIST table showing the data archival configuration for the selected module.

ARCHIVAL page
Figure: ARCHIVAL page

To edit the data archival configuration, click the Module. Make appropriate changes and click SUBMIT.
To display the inactive archival configuration, click the Include Inactive check box.

Note:

When the archival configuration is displayed under the LIST table, the ADD NEW action is displayed on the ACTIONS panel. Click ADD NEW to configure data archival for a module.

Incident Management - Archival Table List

Sl. No	Table Name
1.	IM_Checklist_Details
2.	IM_SmartAction_Output
3.	IM_Checklist_History
4.	IM_AddressBook_Ticket_Relation
5.	IM_Download_Attachment
6.	IM_Diagnostic_Details
7.	IM_Asset_Relations
8.	IM_Ticket_information
9.	IM_Dynamic_Attachments
10.	IM_SmartAction_ParamValues
11.	IM_LoggedInUser
12.	IM_TicketReview_History
13.	IM_SmartAction_Queue
14.	IM_Mail_Attachments
15.	IM_Total_EffortBy_Workgroup
16.	IM_Feedback_Rating
17.	IM_ReAssign_Email_Notification
18.	IM_UserCustomAttributes_Details
19.	IM_Relations
20.	ADM_IM_MailNotification
21.	IM_ChatMessage
22.	ADM_SMS_Queue
23.	IM_Attachments
24.	IM_Ticket_ETR_Details
25.	IM_TicketMaster
26.	IM_Ticket_History
27.	IM_Troubleshooting_Records
28.	IM_Incident_MonitoringParam
29.	IM_Incident_LastStatus
30.	IM_Ticket_ReminderDetails
31.	IM_CustomAttributes_Details
32.	IM_Ticket_Pending_Reminder
33.	IM_Ticket_Pending
34.	IM_Ticket_Reminders
35.	ADM_SelfHealing_DebugHistory
36.	IM_Ticket_Time Elapsed
37.	IM_Ticket_Reopened
38.	IM_OLADetails
39.	IM_Partner_Details
40.	IM_Schedule_Tickets
41.	IM_ElapsedTimeByWorkgroup
42.	IM_Feedback_Details
43.	IM_RemoteSession_Auditlog
44.	IM_RemoteSession_Status
45.	IM_Ticket_MailHistory
46	IM_Ticket_MajorIM

Service Request Management - Archival Table List

Sl. No	Table Name
1.	SR_Relations
2.	SR_CustomAttributes_Details
3.	SR_AddressBook_Ticket_Relation
4.	SR_Ticket_Time
5.	SR_Dynamic_Attachments
6.	SR_Diagnostic_Details
7.	SR_History
8.	SR_CustomMVAttributeDetails
9.	ServiceRequest_Attachments
10.	SR_Feedback_Rating_History
11.	SR_Checklist_History
12.	SR_ServiceTicket_Details
13.	SR_ServiceTicket
14.	SR_Feedback_Reminder_Counter
15.	SR_Schedule_Tickets
16.	SR_Feedback_Details
17.	SR_Information
18.	SR_LoggedInUser
19.	SR_OLADetails
20.	SR_Checklist_Details
21.	SR_Master
22.	SR_Feedback_Rating
23.	SR_Ticket_Time_Elapsed
24.	SR_ApprovalOLADetails
25.	SR_TicketReview_History
26.	SR_Partner_Details
27.	SR_CMDB_ServiceRelations
28.	SR_Ticket_ReminderDetails
29.	SR_Asset_Relations
30.	SR_Ticket_Reminders
31.	SR_ServiceTicketApproval
32.	SR_Total_EffortBy_Workgroup
33.	SR_Pending
34.	SR_Ticket_Reopened
35.	SR_RemoteSession_Status
36.	SR_Ticket_MailHistory
37.	SR_ReAssign_Email_Notification
38.	SR_ServiceTicket_History
39.	SR_ServiceTicket_MVAttributeDetails
40.	SR_ServiceTicketValidityReminder
41.	SR_ChatMessage
42.	SR_ServiceTicketApprovalStatus

Creating Linked Server

To create Linked server:

Click on Server Objects > Linked Server > New Linked Server...

2. General

Provide the destination full server name (<ip address>/<instancename>) in the product name and data source.

3. Security

Provide Remote login user id/password of a user who has the required access.

4. Server Options

Change the RPC and RPC Out option to True.

Asset Management Archival Process - Additional Steps

This section explains the additional steps required for data archival of the Asst Management module.

One Time Script

Execute the Script to delete duplicate and inactive records from AM_SoftwareInventory table. Execute the script if there are more than 0.5 million inactive and duplicate records. Please contact the SummitAI Support team for the Script.

Schedule Job

Enable the Asset Archival job. For information about scheduling jobs using the SummitAI Custom Scheduler, see Configuring Custom Scheduler.

FAQs

How to implement data archiving for the Service Management and Asset Management modules?

Service Management

Please follow the steps mentioned above for archiving data.

Asset Management

Please follow the steps mentioned above for archiving data.

Which records or tables are archived in the Service Management and Asset Management modules?

Service Management

All the transaction tables related to Incident Management and Service Request Management modules are archived.

Asset Management

Only the software discovered data is archived.

Are Patch Management records or tables included while archiving data?

No, data Archiving for Patch Management records is not available. It is planned in the Product roadmap.

What types of records/tables are excluded from the archive?

Service Management

The data tables related to configurations and DN reporting tables are excluded while archiving data.

Asset Management

The active software information is excluded while archiving data.

How to access the archived data?

The archived data can be accessed from the DN tables by creating Custom reports.

How to search the archived data using the SummitAI application?

The archived data can be accessed using Custom Reports.

How to access the archived attachments?

Attachment archival is not available.

Is there any impact on the overall Application performance when the Data Archival process is running?

Yes, there is a very minor impact on the Application performance when the Data Archival process is running. We recommend to schedule the Data Archival processes during the off-peak hours.

If the Customer is using DB clustering, is DB archival required for both the servers?

No. Currently, database replication is enabled on the SummitAI database only.

What happens if the data archiving process is interrupted or an error occurs?

If the Data Archival process is interrupted, the data archival takes place in the next schedule. In case of an error, you should verify and correct the configurations.