Managing the Archiving process policies
The AR System Archive Manager console is where you manage the archiving process. You can perform the following tasks from the Archive Manager console:
To access the AR System Archive Manager console, you must have the role of Archive Admin.
When entering values in console fields, you must type numbers that are positive, whole numbers, equal to or greater than 1.
AR System Archive Manager console overview
The following video (5:38) walks you through the BMC Remedy AR System Archive Manager console and describes how you can use it to manage the Archiving solution available starting with release 9.0.
Opening the AR System Archive Manager console
Before you can perform the activities described in this topic, you must open the AR System Archive Manager console.
- Open the BMC Remedy ITSM IT Home page.
- From the Application menu, select AR System Administration > AR System Archive Manager console.
Turning archiving on and off
The archiving process is turned on by default. However, if your organization does not use archiving or if you need to temporarily disable the feature (for example, if you need to prevent the Archive Process from running during system maintenance), you can turn off the feature from the AR System Archive Manager console.
Even if you turn off the archiving process, you can still perform an on-demand archive run against selected records. Click here for information about running an archiving process on demand.
If you turn off archiving, you can turn it on again by reversing the following procedure.
Turn off Continuous Archiving
At the top of the AR System Archive Manager console, clear the Enable Server Group Archive check box.
Changing how often the archiving process runs
By default, the system runs an archive process every 24 hours. If this timing is inappropriate for the needs of your organization, you can change the frequency with which the archiving process runs. For example, if your organization archives a large volume of records every day, you might want to increase the frequency of the archiving run from every 24 hours to every 12 hours. By running the Archiving process more frequently, smaller numbers of records are archived in any given run, which reduces the impact of the archive run on overall system performance.
To control the frequency of archiving
- At the top of the AR System Archive Manager console, type a new value in the Run Every (hours) field.
- Click Apply.
You can also control the frequency of archiving by setting global archive interval from the AR System Administration Console. For more information,
Changing when a record is ready for archiving
The archiving process uses archiving policies to determine whether a record is ready for archiving. Each record type has its own archiving policy. The archiving policy defines:
- Which record types are archived (Incident request, Change requests, and so on)
The required record status (Closed, Retired, Cancelled, and so on)
The archiving process does not consider when the record was closed, retired, or cancelled. So, for example, an incident request that was submitted 548 days ago, but was closed only yesterday, is archived during the same archiving run as an incident request that was submitted 548 days ago and closed on the same day. If an incident request was submitted 600 days ago, but closed only yesterday, it is archived in the first archiving run after it is closed.
- When to archive a record, according to the Age in Days value (a reference to how long ago a record either was submitted or was last modified, depending on the record type)
For more information on each of the archiving policies, see archiving BMC Remedy ITSM application forms.
Using the AR System Archive Manger console you can change the Age in Days value. Changing this value allows you to control how long each record type remains in the production database based on the needs of your organization.
For example, if your help desk generates 30 incident requests for every change request, you might need to archive incident requests more frequently than change requests.
To change the age in days
- From the Archive Policies table, select the policy that you want to edit.
In the Age in Days field, type the new value.
If the Age in Days field is not visible in the UI, the policy that you selected is disabled. To enable the policy, make sure the policy is selected in the table, and then click Enable Policy.
- Click Apply.
Notice the value that you typed now appears in the Custom Specified Age In Days column. When a value is present in both the Default Policy Age In Days column and the Custom Specified Age In Days column, the system uses the custom age in days to qualify records for archiving.
- If necessary, run an on-demand archive process.
You might need to run an on-demand archive process if, for example, you reduced the number days after which a record type is archived. In this case, you might not want to wait for the next archive process to move the newly qualified records out of the production database.
To resume using the default Number of Days value
To resume using the value specified in the Default Policy Age in Days column, highlight the applicable policy in the Archive Policies table and then click Use system default of x days.
Notice that the system removes the value from the Custom Specified Age in Days column and leaves the corresponding table cell blank. When the cell is blank, the archiving process uses the value in the Default Policy Age In Days value to determine when to run the selected archive policy.
Disabling individual archiving policies
You can prevent a specific record type from being archived by disabling its archiving policy. When an archiving policy is disabled, the archiving process ignores records of the related type when the process runs. When you are ready to start archiving the record type again, you re-enable the archiving policy.
To disable an archiving policy
- From the Archive Policies table, select the policy that you want to disable.
Click Disable Policy.
Notice that the associated cell in the Custom Specified Age In Days column changes to a negative number. A negative number in this cell disables the policy.
Re-enabling disabled archiving policies
- From the Archive Policies table, select the policy that you want to enable.
Click Enable Policy.
Notice that the associated cell in the Custom Specified Age In Days column is now blank, which tells the archiving process to resume using the value in the Default Policy Age In Days column.
If you disabled an archiving policy that had used a Custom Specified Age In Days value, the system changed the custom value to a negative integer to indicate that the policy was disabled. When you re-enable the policy, the system clears the negative integer from the associated table cell, but leaves it empty. The system does not restore the previous custom Age in Days value. If you still need the archiving policy to reference the custom Age in Days value, you must re-enter the value.
Running an on-demand archive process
If you need to run an archive process outside of the archiving schedule, you can run an on-demand archive process. On-demand archive processes let you move data to the archive database by record type; that is, you can run on-demand archive processes against incident requests, change requests, and so on.
- From the Archive Policies table, select the record type for which you want to run the on-demand archiving process.
Click Run Selected Policy Now.
If the Run Selected Policy Now button is not visible in the UI, the policy that you selected is disabled. To enable the policy so that you can run an on-demand archive process, make sure the policy is selected in the table, and then click Enable Policy.
Exporting and deleting archive data
Over time, your archive forms will become large as they continue to accumulate archived records. To help you manage the size of these forms, you can:
- Move the older archived data from the archive forms to a set of .csv files in your system database folder (a separate .csv file is created for each archive form)
- Delete the older archived data.
You perform these actions by selecting one of the following export operations:
- Export and Delete — Copies archived data the same age or older than the Age in Days value to a set of .csv files and then deletes the exported data from the archive form.
- Delete — Deletes archived data equal to or older than the Age in Days value from the archive forms.
- Export — Copies archived data equal to or older than the Age in Days value to the .csv files, but leaves the data on the archive form.
The Age in Days field in the AR System Archive Manager console controls which records are moved or deleted. For example, if you type 180 in the Age in Days field, all records that were archived 180 days ago, or longer, are either moved or deleted. How often you perform an export depends on the data retention policies of your organization, on the the capacity of your system to store archived data, or both.
Do not perform the export operation during peak hours or while doing upgrades. Although you can cancel an archiving run after it starts, you cannot cancel and export operation.
Exporting and deleting archive data is an asynchronous operation. To trigger the operation, the AR System Archive Manager console creates an entry in the back end system form
AR System Archived Data Management. Workflow defined on this form hands off the job to an internal plug-in that runs in the background.
In a server group environment, the export and delete operation runs on the server on which the operation was created. However, if the mid tier is connected to a load balancer, the job could be sent to any of the servers in the group that are behind the load balancer.
If you need the export and delete operation to run on a specific server in the group, you must point the mid tier directly at that server before you start the operation.
To export archived data
- From the Operation menu, select the type of operation that you want the export to perform.
- Review and, if necessary, change the value in the Age in Days field.
The Export function creates a directory under the following path and writes the exported .csv files to that directory: <ARInstallationDirectory>/ARServer/Db
When you see the message
Export Successfully, the console is telling you that the export job was successfully submitted to the backend AR System form, Archived Data Management. You can monitor the status of the archive job by opening the Archive Data Management form and looking at the Status value.
To open the Archived Data Management form, type the form's URL in the following format: http://<serverName>:<portNumber>/arsys/forms/<serverName>/AR+System+Archived+Data+Management
Errors, if any, are logged in the arextension.log file located in the <ARInstallationDirectory>/ARServer/Db directory.