Archiving and Destroying Employee Processes Using HRASR_PA

You can use the HR Administrative Services: Employee Processes (HRASR_PA) archiving object to archive or destroy business complete (processes that have the status Complete) employee process data in the HCM Processes and Forms application area.

The following data linked to a process instance are not archived or destroyed:

Workflow instances (work items)
The process documents (forms and attachments) stored in the Digital Personnel File (DPF)
The process configuration (using the design time tool, transaction HRASR_DT)

Employee process data is regarded as person-related data in terms of data privacy, therefore, country-specific regulations may mean it is necessary to destroy this data after a defined retention period is reached.

The following are the tables from which data is archived or destroyed:

Table Name	Description
T5ASRPROCESSES	HR Administrative Services: Processes
T5ASRSCENARIOS	HR Administrative Services: Scenarios
T5ASRSTEPS	HR Administrative Services: Process Steps (Work Items)
T5ASRSTEPDETAILS	Step details of process
T5ASRCONTCASELNK	Assignment of data container to case
T5ASRDOCUMENTS	HR Administrative Services: Documents
T5ASRDOCCASELNK	Assignment of attachments to case
POBJD_LEVEL	Table which stores the top level GUID for each GUID
POBJD_OBJECTS	Objects run for process object
SCMG_T_CASE	Case: Entity table for case
SCMG_T_CASE_ATTR	Case attributes
SCMGPREL_CLNT	Template for area specific POID-POID relation (client)

In addition to the tables above, there are application specific tables, for the content repository documents and notes, which are either archived or destroyed by archiving classes LOIO and TEXT respectively. These both archiving classes are used in the archiving object.

For the archiving run, data from the following tables is retained and not deleted from the database:

T5ASRPROCESSES
T5ASRSCENARIOS
T5ASRSTEPS
T5ASRDOCUMENTS
POBJD_LEVEL

For all other remaining tables data is deleted from the database.

This archiving object has no relationship with any other archiving object. However, the HRASR_PD and HRASR_EREC archiving objects for HCM Processes and Forms can be used to archive or destroy the organizational and recruiting processes respectively.

The Work Items from Workflow System (WORKITEM) archiving object can be used separately to archive or destroy the workflow instances (work items) related to the employee processes.

Note Note

With activation of business function HCM_ASR_CI_6, behavior is changed for archiving and destroying of employee processes, see also HCM, Administrative Services 06.

For the archiving run, data from the tables mentioned above is retained. During deletion data will be deleted from the database for this tables.

A permanent archive file is availible which can be read by auditors to display HCM processes data.

End of the note.

Prerequisites

You are familiar with the basics of data destruction and have made the following settings:

You have activated Information Lifecycle Management (ILM).
You are familiar with the functions for ILM policies and rules and have defined the retention rules for the archiving object.

For more information, see Destruction of Data in HR.

Procedure

Learn about the characteristics of this archiving object.
For more information, see Characteristics of HRASR_PA
Define a write variant for the archiving object.
For more information, see Creating a Write Variant for HRASR_PA
Learn about the dependencies for this archiving object.
For more information, see Dependencies for HRASR_PA
Ensure that you have the authorizations required for this archiving object.
For more information, see Authorizations of HRASR_PA
Familiarize yourself with the available enhancements for this archiving object.
For more information, see Enhancements for HRASR_PA
Familiarize yourself with the process to display archived HCM Processes for this archiving object.
For more information, see Displaying Archived HCM Processes