Destruction of Data in HR
Note
Note that you must be familiar with data archiving and the functions of Archive Administration (transaction SARA
) to be able to perform the destruction of data in HR.
You can use the archiving objects that support SAP NetWeaver Information Lifecycle Management (ILM)
to destroy personal data from Human Resources (HR) applications after the defined retention period has been reached. If the retention rules have been fulfilled for the data, the system deletes the data from the operational system and the archive system completely. You create the retention rules in the application IRM Policies and Rules
(transaction IRMPOL
) of Retention Management of SAP NetWeaver ILM. For more information, see SAP Library for SAP NetWeaver and choose 
Information Lifecycle Management
Retention Management
.
For an overview of the archiving objects available in Human Resources, see Archiving and Destruction of Data in Human Resources (HR).
Caution
You cannot reverse the destruction of data after the delete phase.
To be able to destroy data, the following conditions need to be met:
The minimum or maximum retention period for the data has been exceeded.
There is no destruction lock for the data that requires that you retain this data after the retention period has been exceeded. For more information, see Create a Destruction Lock.
Note
In addition to the archiving objects for the destruction of person-related data, the Destruction of Personnel Numbers in Live Systems
report (RPUDELPP
) is available in HR that you can use to destroy personnel numbers and the associated data completely.
Prerequisites
In cooperation with your HR Administrator, the data protection officer, and, if necessary, the IT department, you have developed a concept for the retention rules for personal master data in accordance with the applicable statutory and company regulations.
NoteWith
Retention Management
ofSAP NetWeaver ILM
, SAP provides functions that you can use to define policies and rules for the retention periods of your data. Furthermore, the user is solely responsible for defining and performing the rules and for adhering to the applicable legal regulations and retention periods. SAP does not accept any liability or responsibility in this regard.End of the note.In Customizing for
Personnel Administration
, under Tools
Data Privacy (HR)
Data Destruction
Define Retention Rules
, you have created the rules for retaining personal master data.In Customizing for Personnel Administration, under
Tools
Data Privacy
Data Destruction
, you have made the required configuration settings for the destruction of data. For more information, see Customizing for the Destruction of Data.
Process
The steps for the destruction of personal data in HR are as follows:
You start
Archive Administration
(transactionSARA
) for the archiving object for which you want to perform a data destruction session.You choose an action available depending on the selected archiving object (
Preprocessing
orWrite
) to start the preprocessing program or the write program.You schedule the
Start Date
for the job for the chosen action. NoteTo avoid program termination due to a timeout, schedule background jobs for data destruction sessions in productive mode.
End of the note.Depending on the chosen action, you create a preprocessing variant or a write variant. You always need to create a variant, regardless of whether you start the program in test mode or productive mode.
In the preprocessing phase, the system creates a preprocessing ID that you can select in the subsequent write phase.
In the write phase, the system creates the temporary archive file for the data records to be destroyed for each personnel number.
The delete phase is performed depending on whether the archiving object has a preprocessing program:
Archiving object with a preprocessing program
The delete program is started automatically after the write phase.
Archiving object without a preprocessing program
You choose the action
Delete
and schedule theStart Date
for deletion.
The delete program issues statistics on the data destruction session. The number of written data objects and the number of destroyed data objects are displayed. The log also displays error messages, information messages, and success messages. For more information, see Statistics and Logs.