How To Fix XW256 - Extract / File has been archived (only local files will be deleted)

SAP Error Message - Details

• Message type: E = Error

• Message class: XW - DART - Data Retention Tool

• Message number: 256

• Message text: Extract / File has been archived (only local files will be deleted)

Self-Explanatory Message

Since SAP believes that this specific error message is 'self-explanatory,' no more information has been given.The majority of messages in the SAP system have a message text, however this is frequently insufficient to comprehend or resolve the problem.

To make things easier, more detailed information is frequently added to describe the issue, how to fix it, and the necessary steps or configuration modifications.

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Smart SAP Assistant

• What is the cause and solution for SAP error message XW256 - Extract / File has been archived (only local files will be deleted) ?

  The SAP error message XW256 indicates that an extract or file has been archived, and as a result, only local files can be deleted. This message typically arises in the context of data extraction processes, particularly when dealing with data archiving in SAP systems.
  Cause:
  
  Archiving Process: The file or extract you are trying to access has been archived. In SAP, archiving is a process used to move data that is no longer actively used to a storage medium, which helps in managing database size and improving performance.
  Local vs. Archived Data: The system is designed to prevent the deletion of archived files to ensure data integrity and compliance with data retention policies. Therefore, only local files (those that have not been archived) can be deleted.
  
  Solution:
  
  Check Archive Status: Verify the status of the file or extract in question. You can do this by checking the archive management transactions in SAP, such as SARA (Archive Administration).
  Access Archived Data: If you need to access the archived data, you will need to restore it from the archive. This can typically be done using the same transaction (SARA) or through specific archive retrieval processes.
  Delete Local Files: If your intention is to delete local files, ensure that you are only attempting to delete files that have not been archived. You can do this by filtering your selection criteria to exclude archived files.
  Consult Documentation: Review SAP documentation or consult with your SAP Basis or data management team for specific procedures related to archiving and data retrieval in your system.
  
  Related Information:
  
  SAP Transactions: Familiarize yourself with relevant SAP transactions such as SARA (for archiving), SARI (for restoring), and SARE (for deleting archived data).
  Data Retention Policies: Understand your organization's data retention policies to ensure compliance when dealing with archived data.
  SAP Notes: Check for any relevant SAP Notes that may provide additional insights or updates regarding this error message.
  User Permissions: Ensure that you have the necessary permissions to access and manage archived data, as restrictions may apply based on user roles.
  
  If the issue persists or if you require further assistance, consider reaching out to your SAP support team or consulting SAP's support resources for more tailored guidance.