ILM Information for HRPD_PREL

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

ILM Object

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

Object Category and Policy Category

You define policies for HRPD_PREL in the SAP Business Suite object category (OT_FOR_BS). The following policy categories are available for HRPD_PREL:

Residence rules (RST)
Retention rules (RTP)

Audit Area

SAP delivers the HCM_DP audit area as a template for retention rules and the ARCHIVING audit area as a template for residence rules.

For more information, see Making Customizing Settings for ILM Rules in SAP NetWeaver documentation.

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
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
HRPD_PREL_ARCH_SUBOBJECT	Archiving Subobject	Contains the personal relationship types that are to be destroyed. Note You create archiving subobjects in Customizing. See Performing Application-Specific Customizing for HRPD_PREL. End of the note.

Available Time Bases and Time Offsets

Time Base	Description	Comment	Time Offset
HCM_END_OF_RECORD	End of Data Record		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

The data for infotype 1001 is to be destroyed for the relationships defined in the archiving subobject ARCH for all active employees in Germany at the end of the year after the year in which the end of the validity of the data record lies. The corresponding retention rule in the application ILM Policies and Rules is as follows:

Policy: HRPD_PREL

Archiving Subobject	Employment Status	Country Grouping	Minimum Retention Period	Maximum Retention Period	Unit for Retention Period	Time Base	Time Offset
`ARCH`	`3`	`DE`	`1`	`1`	`Year`	`End of Data Record`	`End of Year`

End of the example.

When evaluating the retention rule, the system first determines the specific end date of the data record to be checked (time base). Then the system uses the time offset on the determined date. In this case, the retention period starts at the end of the year in which the validity of the data record ends.

More Information

General Principles and Recommendations for Using Rules in IRM