Document Data Removal

About this document

As a data privacy officer you can maintain document group and country specific retention periods to prepare the erasure of personal data in transaction documents after the corresponding retention period. The document data removal functionality allows the grouping of documents, retention period maintenance and erasure for two document groups.

The required statutory retention periods have been maintained in Activities in Business Configuration, You can maintain activities: Data Retention for Business Letters and Data Retention for Contracts and Order Documents relevant for your country.

Caution

Users with authorization to access the Data Privacy Management work center can perform all data privacy functions within this work center, including the disclosure and deletion of employee's personal data. Access to this work center is granted in the Application and User Management work center. You must ensure that only employees with authorization to disclose/delete personal data are granted access to the Data Privacy Management work center. If your corporate group consists of more than one company, you can set access to this work center at a company level. For example, you can assign one user with data privacy rights for the employees in one company, and assign a different user with these same rights for a separate company in your group.

End of the caution

The following table shows the document groups that can be grouped and set for erasure:

Business Letters:

Affected Documents

Erasure Method

Considered Retention Period

Letter

Delete

Business Letters

Fax

Delete

Business Letters

E-mail

Delete

Business Letters

Order Documents and Contracts:

Affected Documents

Erasure Method

Considered Retention Period

Sales Order

Erase name of service agent

Order Documents & Contracts

Purchase Order

Erase name of service agent

Order Documents & Contracts

Service Order

Erase name of service agent

Order Documents & Contracts

Customer Contract

Erase name of service agent

Order Documents & Contracts

Customer Quote

Erase name of service agent

Order Documents & Contracts

Business Background

Tasks

Remove Document Data