Archiving the historical instances in CMC


   We are on Crystal Reports XI R2 and BO Enterprise XI R2. There are a number of reports which have been running since 2007. All these historical instances are on the server.
   Our users have agreed on archiving the instances, which are prior to 2009, under the condition that, upon request, they can go back to any of the previous instances that were archived.

   Is there a way to archive these instances so that they can be revisited at any later time?
Please advise.
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Kurt ReinhardtSr. Business Intelligence Consultant/ArchitectCommented:
There's no 'easy' way to archive them, to the best of my knowledge.  Generally speaking, if archiving is required, it's easiest to schedule reports for distribution to a network drive at run time.  Then, you can manage instance retention via the CMC and the limits you set for the number of instances and days to keep.

Once an instance has been generated it is already "archived", at least for as long or much as your existing limits allow.  The problem in this scenario is if you don't set limits you run the risk of crippling performance for your system, because Enterprise is not intended to be used to archive all historic instances.

So, how do you move off instances that have already been run?  They're not easy to identify, due to Enterprises cryptic naming policy in the File Repository System, so it's not a good option to cull them from the FRS.  On top of that, the FRS needs to remain synchronized with the CMS database, so you'd have to identify instances, copy them off, then delete the instances through either Infoview or the CMS; NEVER delete them manually from the FRS.

One of the easiest manual methods would be to open a report instance from Enterprise in Crystal Reports and save it locally. This lets you navigate the Enterprise folder structure in plain English, easily identify instances and save them off with a unique name.  After you've done this, you'll still need to delete the instances in either Infoview or CMC, however.  Please note, this is an extremely manual process.

Something else you can do is maintain regular interval copies of your CMS and FRS backups (which should be backed up simultaneously in order to keep then synchronized).  In general, you should have nightly backups, but you could also create Monthly or Quarterly scheduled backups that you could restored to a temporary Enterprise installation should you ever need to recover an instance.

You might also consider a 3rd party solution like the APOS Archive Manager.

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pvsbandiAuthor Commented:
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