Raymond

If you are distributing multi-part files on this basis theh:

• Always have a final part file rule and part file that acts as an ELSE - if none of the others applies. That should ensure that nothing gets lost of a changeover is missed or delayed. It also serves to catch 'bad data; if such an event were to occur.
• As a new year approaches, have a set procedure - and a reminder - to create the new part file and add it to the distributed file. Depending upon the algorithm used you may need to get exclusive access and drop all the part files and re-create with an adjusted algorithm.
• Once the year has rolled over you can then have a set procedure to drop / archive any archive part file that is no longer required. It should include checking the 'ELSE' part-file is empty (i.e. should be empty).
• Use 'cron' jobs (UNIX) or Windows Scheduler tasks to automatically generate the reminder emails as well to an actively monitored  functional mailbox - not an individual as individuals leave. Add this mailbox to your operational procedures to make sure no-one deletes it or forgets to check it on a regular basis.

In terms of archiving, once you drop any part file you just need to back it up - nothing special. 

As a suggestion - you could just create (say) 100 years of part-files in advance and include in the algoithm? Create now as small files, they will grow as needed. ALWAYS have that ELSE... option though. Have a reminder in 100 years time to add more.....

Regards

JJ

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John Jenkins
Thame, Oxfordshire
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Hi Raymond,

sorry for the delay, 

We do this often, but the method differs depending on the distribution algorithm.
Your example is a classic.
I have a document that explains everything; including a PROC or BASIC for processing the year +1.

ps : I do not recommend creating 100 years / 100 part files because at runtime: an open of the DFfile will open the 100 partfiles and a select on the DFfile, it will browse the 100 partfiles.
I hope this help