{"id":2595,"date":"2022-09-07T15:30:08","date_gmt":"2022-09-07T15:30:08","guid":{"rendered":"https:\/\/stoneedge.com\/kb\/?post_type=ht_kb&#038;p=2595"},"modified":"2026-02-10T14:54:19","modified_gmt":"2026-02-10T14:54:19","slug":"archiving-old-stone-edge-data","status":"publish","type":"ht_kb","link":"https:\/\/stoneedge.com\/kb\/articles\/archiving-old-stone-edge-data\/","title":{"rendered":"Archiving Old Stone Edge Data"},"content":{"rendered":"<h2>Overview<\/h2>\n<p><strong>Note:<\/strong> SQL Archiving requires updated stored procedures. Check the following article for instructions: <a href=\"https:\/\/stoneedge.com\/kb\/articles\/sql-stone-edge-enterprise-procedures\/\" target=\"_blank\" rel=\"noopener\">Stored Procedures<\/a><\/p>\n<ul>\n<li>Once your store has been up and running for some time, you may notice the following:\n<ul>\n<li>You have a lot of old order data that you no longer need.<\/li>\n<li>It has been running slower recently.<\/li>\n<li>The database file size is substantially larger.<\/li>\n<\/ul>\n<\/li>\n<li>These are good reasons to look into the archiving functionality Stone Edge provides.<\/li>\n<li>The process works for both Access and SQL Databases.<\/li>\n<li>Archiving will remove old orders and customers from your database to another file.\n<ul>\n<li>For Access databases -&gt; the backup will be another Access database.<\/li>\n<li>For SQL databases -&gt; the backup will be saved as a separate database attached to the server.<\/li>\n<\/ul>\n<\/li>\n<li>The archived data will be held:\n<ul>\n<li>Access database -&gt; The same folder as your database<\/li>\n<li>SQL database -&gt; where SQL data is stored (set by a system parameter)<\/li>\n<\/ul>\n<\/li>\n<li>When performing the archive, make sure everyone is out of Stone Edge.<\/li>\n<li>It would be best if you used the archiving tool built into Stone Edge because of how the tables are set up.\n<ul>\n<li>For SQL databases, you CAN NOT go into SSMS and use the archiving tool there.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h2>Backup your Database<\/h2>\n<ul>\n<li>Before performing the archive process, many people choose to create a backup of their entire database in case of an error during the process.\n<ul>\n<li>This will be done automatically for an SQL database as part of the archive process.<\/li>\n<\/ul>\n<\/li>\n<li>Click <a href=\"https:\/\/stoneedge.com\/kb\/articles\/backup-ms-access-data-file\/\">HERE<\/a> to find out how to perform a backup.<\/li>\n<\/ul>\n<h2>Setting Parameters (SQL Database)<\/h2>\n<ul>\n<li>If you are archiving an SQL database, a few parameters must be set before archiving is possible.<\/li>\n<\/ul>\n<ol>\n<li>Main Menu -&gt; Gear Icon (Settings)<\/li>\n<li>System Functions -&gt; Set System Parameters<\/li>\n<li>Parameter Group = Program<\/li>\n<li>Parameter = SQLServerPathData\n<ol>\n<li>Click the folder icon to open up a file explorer window.<\/li>\n<li>The path must be where the SQL database is saved.\n<ol start=\"15\">\n<li>In this case, it is C:\\Program Files\\Microsoft SQL Server\\MSSQL15.SQLEXPRESS\\MSSQL\\DATA<\/li>\n<\/ol>\n<\/li>\n<li>Click \u201cSave\u201d<br \/>\n<img decoding=\"async\" loading=\"lazy\" class=\"alignnone size-full wp-image-2596\" src=\"https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/SQL-Archive-Path.png\" alt=\"\" width=\"420\" height=\"152\" srcset=\"https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/SQL-Archive-Path.png 420w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/SQL-Archive-Path-300x109.png 300w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/SQL-Archive-Path-50x18.png 50w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/SQL-Archive-Path-60x22.png 60w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/SQL-Archive-Path-100x36.png 100w\" sizes=\"(max-width: 420px) 100vw, 420px\" \/><\/li>\n<\/ol>\n<\/li>\n<li>Parameter = SQLServerPathBackup\n<ol>\n<li>Click the folder icon to open up a file explorer window.<\/li>\n<li>The path must be where the SQL stores backups.\n<ol start=\"15\">\n<li>In this case, it is C:\\Program Files\\Microsoft SQL Server\\MSSQL15.SQLEXPRESS\\MSSQL\\Backup<\/li>\n<\/ol>\n<\/li>\n<li>Click \u201cSave.\u201d<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<h2>Archiving an Access Database<\/h2>\n<ol>\n<li>Main Menu -&gt; Gear Icon (Settings).<\/li>\n<li>Data Functions -&gt; Archive Old Data.<br \/>\n<img decoding=\"async\" loading=\"lazy\" class=\"alignnone wp-image-2599\" src=\"https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/accordian-menu.png\" alt=\"\" width=\"187\" height=\"491\" srcset=\"https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/accordian-menu.png 694w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/accordian-menu-114x300.png 114w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/accordian-menu-389x1024.png 389w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/accordian-menu-19x50.png 19w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/accordian-menu-584x1536.png 584w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/accordian-menu-23x60.png 23w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/accordian-menu-38x100.png 38w\" sizes=\"(max-width: 187px) 100vw, 187px\" \/><\/li>\n<li>A pop-up that reviews what will happen when you archive the data will appear.<br \/>\n<img decoding=\"async\" loading=\"lazy\" class=\"alignnone wp-image-3773 size-full\" src=\"https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/0071.png\" alt=\"\" width=\"406\" height=\"336\" srcset=\"https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/0071.png 406w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/0071-300x248.png 300w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/0071-50x41.png 50w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/0071-60x50.png 60w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/0071-100x83.png 100w\" sizes=\"(max-width: 406px) 100vw, 406px\" \/><\/li>\n<li>Click \u201cOK\u201d<\/li>\n<li>Select an archive name.\n<ol>\n<li>Default name: Database Name + Archive + Date<\/li>\n<\/ol>\n<\/li>\n<li>Click \u201cOK.\u201d<\/li>\n<li>A calendar will appear -&gt; Select a date.\n<ol>\n<li>All ORDERS from before the date will be archived.<\/li>\n<li>Use the dropdown at the top to change the year.<\/li>\n<li>Click the day desired.<\/li>\n<\/ol>\n<\/li>\n<li>Click \u201cOK\u201d<\/li>\n<li>A calendar will appear -&gt;. Select a date\n<ol>\n<li>All CUSTOMERS from before the date will be archived.<\/li>\n<li>Use the dropdown at the top to change the year.<\/li>\n<li>Click the day desired.<\/li>\n<\/ol>\n<\/li>\n<li>Click \u201cOK\u201d<\/li>\n<li>A Confirmation pop-up with your choices will appear.<br \/>\n<strong>NOTE<\/strong>: The screenshot shows the date to be 01\/01\/2022 for both dates.<\/li>\n<li>Click \u201cOK\u201d<br \/>\n<img decoding=\"async\" loading=\"lazy\" class=\"alignnone wp-image-3775 size-full\" src=\"https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/0074.png\" alt=\"\" width=\"355\" height=\"180\" srcset=\"https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/0074.png 355w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/0074-300x152.png 300w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/0074-50x25.png 50w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/0074-60x30.png 60w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/0074-100x51.png 100w\" sizes=\"(max-width: 355px) 100vw, 355px\" \/><\/li>\n<li>The archiving process will start.\n<ol>\n<li>A progress bar will be on the bottom right of the Access screen.<\/li>\n<li>Depending on the database size, the program may show (Not Responding) <strong>DO NOT<\/strong> click around on the program, or you can cause an error.<\/li>\n<li>If you are worried there is no progress, open Task Manager to see if the CPU and Memory that Access is using are changing; that shows the program is still running.<\/li>\n<\/ol>\n<\/li>\n<li>A pop-up will appear with an overview.<\/li>\n<li>Click \u201cOK\u201d<br \/>\n<img decoding=\"async\" loading=\"lazy\" class=\"alignnone wp-image-3774 size-full\" src=\"https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/0072.png\" alt=\"\" width=\"235\" height=\"246\" srcset=\"https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/0072.png 235w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/0072-48x50.png 48w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/0072-57x60.png 57w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/0072-96x100.png 96w\" sizes=\"(max-width: 235px) 100vw, 235px\" \/><\/li>\n<li>The archive will be where your active database is located.<\/li>\n<\/ol>\n<h2>Archiving a SQL Database<\/h2>\n<ol>\n<li>Main Menu -&gt; Gear Icon (Settings)<\/li>\n<li>Data Functions -&gt; Archive Old Data.<br \/>\n<img decoding=\"async\" loading=\"lazy\" class=\"alignnone wp-image-2599\" src=\"https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/accordian-menu.png\" alt=\"\" width=\"215\" height=\"565\" srcset=\"https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/accordian-menu.png 694w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/accordian-menu-114x300.png 114w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/accordian-menu-389x1024.png 389w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/accordian-menu-19x50.png 19w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/accordian-menu-584x1536.png 584w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/accordian-menu-23x60.png 23w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/accordian-menu-38x100.png 38w\" sizes=\"(max-width: 215px) 100vw, 215px\" \/><\/li>\n<li>A pop-up that reviews what will happen when you archive the data will appear.<br \/>\n<img decoding=\"async\" loading=\"lazy\" class=\"alignnone wp-image-3768 size-full\" src=\"https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/0068.png\" alt=\"\" width=\"403\" height=\"311\" srcset=\"https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/0068.png 403w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/0068-300x232.png 300w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/0068-50x39.png 50w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/0068-60x46.png 60w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/0068-100x77.png 100w\" sizes=\"(max-width: 403px) 100vw, 403px\" \/><\/li>\n<li>Click \u201cOK\u201d<\/li>\n<li>Click &#8220;OK&#8221; after confirming the archive database name.<\/li>\n<li>A calendar will appear -&gt; Select a date\n<ol>\n<li>All ORDERS AND CUSTOMERS from before the date will be archived.<\/li>\n<li>Use the dropdown at the top to change the year.<\/li>\n<li>Click the day desired.<\/li>\n<\/ol>\n<\/li>\n<li>Click \u201cOK\u201d<\/li>\n<li>Archiving process will start.\n<ol type=\"a\">\n<li>A message on the bottom-left of the Access screen will display what is currently happening.<\/li>\n<li>Depending on the database size, the program may show (Not Responding) DO NOT click around on the program, or you can cause an error.<\/li>\n<li>If you are worried that there is no progress, open Task Manager to see if the CPU and Memory Access is using changed values, showing the program is still running.<\/li>\n<\/ol>\n<\/li>\n<li>A pop-up will appear when the archive is complete.<\/li>\n<li>Click \u201cOK\u201d<\/li>\n<li>The following will have occurred:\n<ol type=\"a\">\n<li>The database will still be connected to your server, with the archived data removed.<\/li>\n<li>The archived data will appear in your database list, which can be exported as a .bak file.\n<ol>\n<li>Database name default: Database Name + Archived + Date (yyyymmdd)<\/li>\n<\/ol>\n<\/li>\n<li>A backup file of the original database will be created.\n<ol>\n<li>File name default: Database Name + Backup + Date (yyyymmdd) + [h]mmss<\/li>\n<li>The file path will be where SQLServerPathBackup is set to (can be moved afterward).<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<h2>Shrink SQL Database<\/h2>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li>After archiving an SQL Database, you will need to shrink it to release the unused space in the existing database.\n<ul>\n<li>This shrinks the physical file size.<\/li>\n<li>This can be done for the archived copy as well.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<ul>\n<li>Follow steps from Microsoft to shrink files using SSMS<br \/>\n<a href=\"https:\/\/learn.microsoft.com\/en-us\/sql\/relational-databases\/databases\/shrink-a-file?view=sql-server-ver17#:~:text=fixed%20database%20role.-,Use%20SQL%20Server%20Management%20Studio%20(SSMS)%20to%20shrink%20a%20data%20or%20log%20file,-In%20Object%20Explorer\">Shrink a File &#8211; SQL Server<\/a><\/p>\n<ul>\n<li>Shrink files data first, then log. After shrinking files, shrink database.<\/li>\n<li>Choose second option when shrinking files to reorganize pages before releasing space. Enter 10 MB which will be auto changed to the minimum size your database allows.<\/li>\n<li>If database shrink does not release space choose to reorganize files as data may have been fragmented.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h2>Accessing Archived Data<\/h2>\n<p><img decoding=\"async\" loading=\"lazy\" class=\"alignnone size-full wp-image-2606\" src=\"https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/Accessing-Archive-Data.png\" alt=\"\" width=\"2153\" height=\"1417\" srcset=\"https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/Accessing-Archive-Data.png 2153w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/Accessing-Archive-Data-300x197.png 300w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/Accessing-Archive-Data-1024x674.png 1024w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/Accessing-Archive-Data-768x505.png 768w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/Accessing-Archive-Data-50x33.png 50w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/Accessing-Archive-Data-1536x1011.png 1536w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/Accessing-Archive-Data-2048x1348.png 2048w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/Accessing-Archive-Data-60x39.png 60w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/Accessing-Archive-Data-100x66.png 100w\" sizes=\"(max-width: 2153px) 100vw, 2153px\" \/><\/p>\n<h4>Access Archive<\/h4>\n<ul>\n<li>Open the archived file using the \u201cSwitch Stores\u201d button in Stone Edge.<\/li>\n<li>Click the folder icon to open file explorer and locate the database.<\/li>\n<\/ul>\n<h4>SQL Archive<\/h4>\n<ul>\n<li>The archived data should already be listed as an active database in SSMS\n<ul>\n<li>restore the .bak file in SSMS.<\/li>\n<\/ul>\n<\/li>\n<li>Create an ODBC connection to the restored database.<\/li>\n<li>Use the \u201cSwitch Stores\u201d button in Stone Edge and go to \u201cSystem DSNs\u201d to find the ODBC connection.<\/li>\n<li>The following message will appear when accessing the archived data.<br \/>\n<img decoding=\"async\" loading=\"lazy\" class=\"alignnone wp-image-3776 size-full\" src=\"https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/0073.png\" alt=\"\" width=\"387\" height=\"142\" srcset=\"https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/0073.png 387w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/0073-300x110.png 300w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/0073-50x18.png 50w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/0073-60x22.png 60w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/0073-100x37.png 100w\" sizes=\"(max-width: 387px) 100vw, 387px\" \/><\/li>\n<\/ul>\n<h2>Troubleshooting<\/h2>\n<ul>\n<li>Error 3146 ODBC Call Failed<br \/>\n<img decoding=\"async\" loading=\"lazy\" class=\"alignnone wp-image-3771 size-full\" src=\"https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/0070.png\" alt=\"\" width=\"573\" height=\"411\" srcset=\"https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/0070.png 573w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/0070-300x215.png 300w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/0070-50x36.png 50w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/0070-60x43.png 60w, https:\/\/stoneedge.com\/kb\/wp-content\/uploads\/2022\/09\/0070-100x72.png 100w\" sizes=\"(max-width: 573px) 100vw, 573px\" \/><\/p>\n<ul>\n<li>For SQL databases, when the paths are not set correctly.<\/li>\n<li>Redo the system parameters and try again.<\/li>\n<\/ul>\n<\/li>\n<li>Timeout Error\n<ul>\n<li>Find the system parameter SQLServerPathODBCTimeout.<\/li>\n<li>Set parameter value = 0 and save.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>Overview Note: SQL Archiving requires updated stored procedures. Check the following article for instructions: Stored Procedures Once your store has been up and running for some time, you may notice the following: You have a lot of old order data that you no longer need. It has been running slower&#8230;<\/p>\n","protected":false},"author":8,"comment_status":"closed","ping_status":"closed","template":"","format":"standard","meta":[],"ht-kb-category":[29,20],"ht-kb-tag":[106,107],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v21.8.1 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Archiving Old Stone Edge Data - Stone Edge Order Manager<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/stoneedge.com\/kb\/articles\/archiving-old-stone-edge-data\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Archiving Old Stone Edge Data - Stone Edge Order Manager\" \/>\n<meta property=\"og:description\" content=\"Overview Note: SQL Archiving requires updated stored procedures. 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Check the following article for instructions: Stored Procedures Once your store has been up and running for some time, you may notice the following: You have a lot of old order data that you no longer need. 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