USAS User’s Manual –
Chapter 9 – Financial Inquiry (continued)
Archiving Overview
About Archiving
All fiscal year data is archived for agencies and institutions of higher education.
Archiving accounting data means that fiscal year detail is stored on tape instead of occupying online storage. No information is lost or “purged.’ It is merely stored off-line.
Archiving fiscal year data increases the system efficiency of both online and batch processing. The processing efficiency is increased because there are fewer records to sort through. Archiving also helps ensure timely online availability of USAS each morning.
All primary table data being moved from online to tape storage consists of fiscal year historical data, which is not frequently used. However, these tapes are read into USAS at the end of each week, thereby allowing reports to be generated over the weekend using prior year information.
General Ledger is available on the 56 Inquiry GL Summary. Since fiscal year data is no longer online, online inquiry in USAS is impacted by the archiving.
Secondary tables (AE & GL) are handled differently:
- AE-No change
- GL-Summary GL information is still available on the 56 General Ledger Summary Inquiry. The details are archived.
What is Impacted
Archiving fiscal year data affects agencies in these areas:
- Accounting Event Table
- Online Inquiry
- Reports