System conversion
Historical continuity is greater, but volume, quality, custom code and lifecycle work enter the conversion scope. Consider supported pre-conversion archiving only with tested retrieval and reconciliation.
SAP transformation decision aid
SAP S/4HANA Historical-Data Decision Matrix
Classify SAP information into four distinct treatments—migrate, archive, preserve independently or defensibly destroy—using operational need, business access, lifecycle obligations and retirement goals.
Direct answer: Migrate what the target needs to operate. Archive eligible data when the SAP application remains active and supported archive access is appropriate. Preserve required closed history independently when it should remain usable without the legacy application. Destroy only through an authorized lifecycle process after applicable requirements and holds are satisfied.
| Treatment | Primary purpose | Strong indicators | Evidence before approval |
|---|---|---|---|
| Migrate to SAP S/4HANA | Run continuing business operations in the target. | Open transactions; active master data; balances; operational continuity; supported migration object and transformation design. | Approved migration scope, mappings, reconciliation, process testing and target ownership. |
| Archive in the SAP lifecycle | Reduce live-database volume while retaining supported archive access. | Business-complete data; supported archiving object; residence criteria met; source or successor SAP environment remains available. | Eligibility, write/delete/store validation, retrieval tests, reconciliation, retention and operating procedures. |
| Preserve independently | Keep required history usable outside the operational target and legacy source. | Closed history still needed for inquiry, audit, tax, service or analysis; legacy retirement objective; cross-system reporting; linked documents and custom context. | Business-object scope, documents, relationships, user journeys, security, lifecycle controls, reconciliation and business acceptance. |
| Defensibly destroy | Remove information that no longer has an approved purpose or retention requirement. | Retention period expired; no legal hold; no continuing operational or evidentiary need; disposition is authorized. | Policy and rule, hold check, accountable approval, destruction execution and auditable evidence. |
Important distinction: These treatments can coexist within one application and even one business process. A cutoff date alone rarely captures open items, documents, dependencies, exceptions or differing retention rules.
Decision sequence
Ask the questions in the right order.
1
Is it required to operate after go-live?
If yes, evaluate it for migration under the chosen transition path and supported target scope.
2
Must it remain accessible after the process closes?
If yes, define who needs it, why, how frequently and with which documents, relationships, reports and exports.
3
Will an SAP environment remain responsible for access?
If yes, assess supported SAP archiving and lifecycle patterns. If not, evaluate independent historical preservation.
4
May it lawfully and responsibly be destroyed?
Only propose destruction after policy, purpose, applicable obligations, investigations and legal holds have been checked.
Classification worksheet
Score each business-information category.
Complete one row for each meaningful category—for example open purchase orders, closed invoices, asset history, change records, attachments, custom tables or archived objects.
| Information category | Operational after go-live? | Closed-history access? | Documents or relationships? | Retention / hold? | Source retirement? | Proposed treatment |
|---|---|---|---|---|---|---|
| ________________ | Yes / No | High / Medium / Low / None | Yes / No | Yes / No / Review | Yes / No | ________________ |
| ________________ | Yes / No | High / Medium / Low / None | Yes / No | Yes / No / Review | Yes / No | ________________ |
| ________________ | Yes / No | High / Medium / Low / None | Yes / No | Yes / No / Review | Yes / No | ________________ |
| ________________ | Yes / No | High / Medium / Low / None | Yes / No | Yes / No / Review | Yes / No | ________________ |
| ________________ | Yes / No | High / Medium / Low / None | Yes / No | Yes / No / Review | Yes / No | ________________ |
Pattern guidance
How the transition path affects the decision.
New implementation
The target typically focuses on the initial data needed to operate. Closed history excluded from migration needs an explicit preservation, archive-access or disposition decision.
Selective data transition
Selected configuration, master and transactional information may move. Govern selection at business-object level so documents, custom context and dependencies are not stranded.
Acceptance tests
Do not approve a treatment without evidence.
- Scope is business-complete.
Headers, line items, master and reference data, custom fields, status and change history, relationships and linked documents are addressed.
- Counts and values reconcile.
Approved control totals, balances, quantities and exceptions demonstrate that migrated or preserved information matches the source scope.
- Authorized users can complete priority journeys.
Representative searches, reports, document retrieval, exports and audit questions work in the intended post-cutover environment.
- Lifecycle and security controls are operational.
Identity, authorization, audit, retention, legal holds, recovery and disposition responsibilities are defined and tested.
- The legacy dependency has an exit condition.
Interfaces, reports, batch jobs, specialist access and fallback needs have an approved disposition before shutdown.
Worked examples
Use these as discovery prompts—not universal rules.
| Example category | Likely starting point | What could change the answer |
|---|---|---|
| Open sales and purchase transactions | Migrate | Target process design, supported migration scope, cutover date and exception treatment. |
| Closed invoices with supporting documents | Preserve independently or retain through an approved SAP access pattern | Audit and tax needs, user frequency, source-retirement goal, document linkage and reporting requirements. |
| Eligible mass data in a continuing SAP system | Archive | Archiving-object support, process completion, residence criteria, retrieval and dependent documents. |
| Expired transient data without continuing purpose | Propose for destruction | Legal hold, investigation, policy exception, contractual or jurisdictional requirement. |
| Custom tables used in historical reports | Preserve or migrate with the dependent process | Business meaning, relationships, target redesign, source identifiers and validation coverage. |
Decision record
Capture accountability with every classification.
Source system: ____________________________________
Target and transition path: __________________________
Information owner: _________________________________
Lifecycle / records reviewer: ________________________
Approved treatment: _________________________________
Evidence location: __________________________________
Review date: _______________________________________
Scope note: This matrix supports program discovery and governance. It is not legal advice, a substitute for SAP product documentation, or a guarantee that a treatment is suitable for a specific landscape. Validate transition paths, migration objects, archiving capabilities, retention and licensing against the applicable environment.
Go deeper
Connect the matrix to the complete transformation plan.
S/4HANA historical-data strategy
Plan migration, preservation, access, validation and retirement as one coordinated workstream.
Read the strategy guide →SAP data archiving guide
Review archiving governance, lifecycle, access and implementation considerations.
Read the complete guide →ERP retirement readiness
Test whether preserved history and evidence are sufficient to support shutdown.
Use the checklist →Official SAP references
Apply the matrix to your SAP landscape.
ArchiveHub can help classify one source system, define the historical-access scope and connect the result to an evidence-based retirement plan.