History Data Archive, Retain Old Data Online





What can I accomplish with this program?

See the Feature Sheet.

With a BASpay Archive Program, you can:

  • Save time and reduce network traffic during payroll/HR operations
  • Prepare and process Trial and Final payroll faster
  • Prepare and run reports faster
  • Complete interim and regular back-up’s faster, and more reliably
  • Improve performance in external programs that access the payroll data
  • Maintain historic PR/HR records so you can use them again when/if needed
  • Control which records are moved to suit your records management policies
  • Remove “orphan” records from your PR/HR data (no assigned employee)
How does it work?

See the Archive Data Flow Diagram and our System Diagram.

This is a menu-driven program that shows the operator record counts in the largest Payroll, HR/Attendance, or Train databases and corresponding databases in the archive area. Client installations can vary, but these potentially large historic databases are handled: Timesheet Earnings (PRHPOST), GL History (PRGLPOST), Checks (PRCKHIST & PRDEHIST), Job Cost (PRJOBCST), Attendance Transactions (HATTRANS), and Training (NEMPHIST, NEMPCERT, NCLAINFO). The operator can review on-screen record counts and the built-in processing log at any time. Archiving or un-Archiving is done when no other critical payroll process are running. The operator can specify records to move by company, database, and date range. The program moves records carefully to minimize the effects of an interruption due to loss of connection or abnormal shutdown. The original records are left behind, and marked for deletion, then removed with the routine “Optimize databases” process in the payroll system and in the archive itself, for un-archiving. The program can also be used to clear “orphan” records created when old, inactive, terminated employees are archived or otherwise removed from the “live” payroll/HR system. The result is a smaller, more efficient current data set for routine payroll/HR operations with, typically, old-year data “parked” on line elsewhere but readily accessible for un-archiving or even reporting and analysis right from the Archive.

Are there optional capabilities?

Yes. See the Feature Sheet.

With the Old Terminated Archive option, you can reduce the size of the Personnel Master File (HRPERSNL) by archiving long-ago terminated employees and their job history. This not only speeds up payroll processing, but also makes employee file maintenance more efficient for both payroll and HR activities. This option is typically run after year-end audits and earnings history is not likely to be needed again for these employees. You can re-hire an employee from the Archive to save re-keying the personnel information, if it is still accurate. With Attendance and Train Archive options, you can similarly remove old activity from the active PR/HR data set, preserving these records in your on-line archive data set. For Abra users who do not run Abra Payroll, options and all “housekeeping” functions are available.

What is the difference between Archive and my back-ups?

Big difference! See the Feature Sheet.

The purpose of Archive is quite different from the purpose of both interim and full PR/HR system backups. Interim and full backups take a point-in-time snap-shot of everything in the active payroll/HR system, including past years. These databases get larger as quarters and years accumulate. Bigger and bigger databases generally mean slower and slower processing, including backups. With native Abra Suite, you are left with the choice of either keeping all the records or purging some. Archive, alternatively, allows you to manage the size of the largest databases in the current PR/HR data, preserving “old” records elsewhere on-line. Although a backup set is a full working copy of all files in the payroll/HR system at a point-in-time, each backup becomes an inactive data set, once you move forward with PR/HR operations. You could restore full payroll/HR operations as-of a point-in-time from a backup set. You could not recreate full payroll/HR operations from your Archive. You’d use Archive for records storage and consolidation across payroll years and even payroll systems if you have gigabytes of converted data bogging down your live PR/HR operations.

What is the process to get this program, pre-configured for my situation?

We review each order and coordinate with the client representative(s) to be sure that what we provide meets the client’s needs before we pre-registered and configure the program for the client.