Archive of Accounting Transactions

Due to the archiving of accounting and departmental transactions, portions of the *DEFINE system will be unavailable during the week of November 20-27 (Thanksgiving week). Updates to archived transactions will close at midnight Sunday, November 20. The archive will begin at 10:00 p.m. on Wednesday, November 23.

What is archiving?

Archiving of accounting and departmental information is the removal of information from the active file for old fiscal years.

Why must we archive?

Each year the UT System components using *DEFINE create over ten million transaction records. Files that become too large slow system performance. We must employ appropriate file maintenance strategies to ensure the optimal performance of *DEFINE.

When will the archiving occur?

To minimize disruption of service to departmental personnel, the archive process will begin at midnight Sunday, November 20, and will continue through the morning of Saturday, November 26.

Between midnight Sunday, November 20 and Wednesday, November 23, you will be able to view and run reports on both accounting and departmental transaction information. However you will not be able to update this information for fiscal year 2001-2002 and prior.

Between the evening of Wednesday, November 23 and Sunday, November 27, you will not be able to view, run reports on, or update both accounting and department transaction information for fiscal year 2001-2002 and prior. Also, any *DEFINE command that creates or changes a transaction will be disabled during the archive process. Please plan to run essential reports prior to or following this file maintenance activity.

*DEFINE commands and actions NOT utilizing the transaction file will function as usual. This means that account balances and object code balances will be available.

On Monday, November 28, after the completion of the archive process, current and archived DEPARTMENTAL transactions for all fiscal years will be available through the LTM, GTM and IF2 commands in *DEFINE. However, ledger module transaction reconciliation features will not be available for archived transactions. Access to current and archived ACCOUNTING transactions will be available through ALL of the GTM commands. A summary of what information will be available is listed at the end of this message.

Which fiscal years will be archived?

After the archival is complete, two full fiscal years of information will remain on the active file in addition to the current year in progress. Therefore, departmental and accounting transactions for fiscal year 2002-03 will be moved from the active file to the archive file. Transactions from fiscal years 2003-04, 2004-05 and 2005-06 will remain on the active transaction file.

Below is a table summarizing the availability of transaction information following the November 2005 archive.

Departmental Transactions

Fiscal Year	Location	Ledger Module (LTM)	Can *DEFINE Codes be Altered	Report Writer	IQ	Can transactions be reconciled?
2005-06	Active	Yes	Yes	Yes	Yes	Yes
2004-05	Active	Yes	Yes	Yes	Yes	Yes
2003-04	Active	Yes	Yes	Yes	Yes	Yes
2002-03	Archive	Yes	Yes	Yes	No	No
2001-02	Archive	Yes	Yes	Yes	No	No
2000-01	Archive	Yes	Yes	Yes	No	No
1999-00	Archive	Yes	Yes	Yes	No	No
1998-99	Archive	Yes	Yes	Yes	No	No
1997-98	Archive	Yes	Yes	Yes	No	No
1996-97	Archive	Yes	Yes	Yes	No	No
1998-96	Archive	Yes	Yes	Yes	No	No
Pre 1995	Offline	No	No	No	No	No

Accounting Transactions

Fiscal Year	Location	Transaction Module (GTM)	Report Writer	IQ	Statement of Account (IF5)
2005-06	Active	Yes	Yes	Yes	Yes
2004-05	Active	Yes	Yes	Yes	Yes
2003-04	Active	Yes	Yes	Yes	Yes
2002-03	Archive	Yes	Yes	No	No
2001-02	Archive	Yes	Yes	No	No
2000-01	Archive	Yes	Yes	No	No
1999-00	Archive	Yes	Yes	No	No
1998-99	Archive	Yes	Yes	No	No
1997-98	Archive	Yes	Yes	No	No
1996-97	Archive	Yes	Yes	No	No
1995-96	Archive	Yes	Yes	No	No
Pre 1995	Offline	No	No	No	No

If you have questions about the archive process, please contact the Office of Accounting Helpline via email at oa.askme@austin.utexas.edu or via phone at (512) 471-8802.