Reduced active
data volume
Historical records are moved from operational tables, making large Business Central databases easier to manage.
Reduce database volume without losing business history
Improve storage control, database performance, maintenance, and upgrade readiness with a configurable archiving solution.
Keep active Business Central data focused on current operations
As transactions, logs, documents, custom tables, and integrations accumulate, database size and storage costs grow while reports, searches, backups, and upgrades may slow down.
Xpand separates selected historical records from active data based on business and retention needs while keeping them accessible through agreed queries or reports. Reducing database size can improve performance and database management
Database size, table growth, record volumes, custom relationships, and frequently used processes are assessed to identify where historical data creates the greatest operational burden.
Analysis of database and data-access behaviour identifies long-running SQL operations, inefficient filters, locking, repeated database calls, index-related issues, data growth, FlowFields, and demanding reports or integrations. Direct SQL diagnostics apply mainly to on-premises environments, while Microsoft Dynamics 365 Business Central SaaS is assessed through Microsoft telemetry and available query-performance signals.
The correct boundary between active and historical data is defined according to business processes, reporting needs, closed periods, legal requirements, and user expectations.
The archiving logic is configured for selected standard or custom tables, including related records and dependencies that must move together.
Archived records remain available through the access model agreed for the project, such as archive pages, reports, queries, or connected external storage.
Trial runs, record-count reconciliation, dependency checks, access testing, and deployment planning help confirm that required history remains available and active processes continue to work correctly.
Reduce data volume without losing business history by Xpand
Improve system manageability, preserve access to historical records, and simplify future upgrades
Do you recognize this customer case?
Data archiving may be relevant when:
The database keeps growing
Years of transactions and custom operational data are increasing storage consumption and administration effort.
Daily processes are becoming slower
Pages, searches, reports, posting routines, or integrations process more historical data than current operations require.
Historical records cannot be deleted
The customer must retain data for audits, reporting, contractual obligations, or internal analysis.
A major upgrade is approaching
A large database increases the volume of data that must be copied, converted, validated, backed up, or restored.
Standard cleanup is not enough
Built-in retention policies do not cover the required tables or would delete information that the customer still needs.
Additional capacity is becoming expensive
The customer is purchasing or approaching the need for extra Business Central database storage without first reviewing active data requirements.
Onboarding and process
A controlled way to reduce active database volume, preserve access to business history, and manage future data growth through an agreed retention strategy.
Step 1
Share your archiving goals
Tell us about your data growth, retention and compliance requirements, and where it is hurting most, such as backup time, report speed, storage cost, or upgrade complexity. This helps Xpand understand the pressure on your active Microsoft Dynamics 365 Business Central database and define the right archiving priorities.
Step 2
Our archiving strategy
Xpand defines what data should move, when it becomes eligible for archiving, where it will be stored, and how authorized users will access it. The strategy also covers retention periods, dependencies between records, audit history, security, and restoration requirements where needed.
Step 3
We implement and migrate
Xpand configures the archiving engine around the customer’s data structure and approved retention rules. Historical records are migrated through a controlled process, with validation and traceability built into the delivery. Active operational data remains available for day-to-day work, while archived information stays accessible through the agreed interface.
Step 4
You validate the results
You and your customer review the archived data, confirm that required records remain accessible, and compare the active database against the original baseline. Results may include reduced database volume and improvements in selected data-heavy processes where accumulated historical data was a contributing factor.
Step 5
Go-live
The archiving engine is deployed in the production environment and the agreed retention process becomes operational. Initial runs are monitored to confirm that records move correctly, access works as expected, and active business processes remain stable.
Step 6
Warranty and support
Warranty coverage applies after delivery for issues related to the implemented solution. Xpand can also provide ongoing managed retention, including monitoring, scheduled archiving, rule adjustments, validation, and support as data volumes and business requirements evolve.
How we work with Partners
The service can cover the full implementation or a defined technical workstream, from archive design to development, migration, validation, or deployment
Format
White-label delivery
Co-delivery
Choose the best option for you
Xpand performs the technical assessment and implementation under the partner’s brand. Communication, reports, and deliverables can follow the partner’s templates and delivery processes.
Xpand specialists work alongside the partner’s consultants and developers. Responsibilities, technical decisions, testing, and customer communication are coordinated openly between both teams.
Contact us in any way you prefer
Frequently asked questions
Find answers to common questions about our services and solutions
Still have questions? We're here to help!
What does the Business Central license audit cover?
The final scope depends on the customer environment. It can include subscriptions, user assignments, job roles, access requirements, permissions, shared-device scenarios, environments, storage capacity, Microsoft 365 access, and relevant add-ons.
Can Xpand review both Business Central Cloud and on-premises licensing?
Yes. The assessment approach differs because SaaS and on-premises licensing models have different commercial and technical considerations.
Does the audit guarantee savings?
No universal percentage should be promised. Savings depend on the current license structure, user roles, contract terms, and whether assignments are already well optimized.
Does the audit certify Microsoft licensing compliance?
The service provides an expert assessment and recommendations based on current Microsoft documentation and the information supplied. It should not be positioned as a legal certification or formal Microsoft compliance audit.
Can Team Members replace full Business Central licenses?
Only when the user’s required activities fall within Team Members use rights. Permissions cannot expand the functionality permitted by the assigned entitlement.