ILM Information for HRPA_CMNTN

The following information is relevant for the definition of ILM policies for HRPA_CMNTN.

ILM Object

You create policies and rules for HRPA_CMNTN for the related ILM object HRPA_CMNTN using the Retention Management functions (transaction IRMPOL) of SAP Information Lifecycle Management (ILM).

Object Category and Policy Category

You define policies in the SAP Business Suite object category (OT_FOR_BS) with the Retention Rules policy category (RTP).

Condition Fields and Time Bases

To define retention rules, you can use the following condition fields and time bases (start time for determining the retention period).

Available Condition Fields

Condition Field	Description	Comment
COMMUNICATION_TYPE	Subtype	Subtype of infotype 0105, from which the data is destroyed
EMPLOYEE_STATUS	Employment Status	Indicator for an Employee's Employment Status: `0` Employee is not with the company `1` Employee is with the company but the employment status is inactive `2` Retiree `3` Active
MOLGA	Country Grouping	Country for the personnel number to which the data records to be deleted belong

You use the condition fields MOLGA and COMMUNICATION_TYPE to define country-specific retention rules for a communication type (subtype of the Communication infotype (0105).

Available Time Bases and Time Offsets

Time Base	Description	Comment	Time Offset
END_OF_MONTH	End of Month
END_OF_YEAR	End of Year
HCM_TERMN_DATE	Leaving Date of Employee	Relevant time base for rules about data for employees who have left (see Note)	End of Year (END_OF_YEAR)

Note Note

The time base Leaving Date of Employee is needed for technical reasons so that you can delete the data records with the oldest date as the end date.

These types of data records cannot be selected for data destruction until the employee has left the company. Use the time base Leaving Date of Employee to define a retention rule with which you can delete all of data records for an employee who has left the company after a specified retention period has elapsed.

End of the note.

Example Example

All of the data from infotype 0105 has to be deleted for all active employees in Germany one year after the end of the year. The corresponding retention rule in the application ILM Policies and Rules is as follows:

Policy: HRPA_CMNTN

Employment Status	Country Grouping	Minimum Retention Period	Maximum Retention Period	Unit for Retention Period	Time Base
`3`	`DE`	`1`	`1`	`Year`	`End of Year`

End of the example.

Determination of the Start Time of the Retention Period

For example, if you have entered the time base Leaving Date of Employee with the time offset End of Year, the system determines the specific date on which the employee left the company during rule evaluation. Then the system uses the time offset on the determined date. This means that the retention period starts at the end of the year in which the employee's leaving date lies.

More Information

General Principles and Recommendations for Using Rules in IRM