IH: Deletion of Personal Data in Industrial Hygiene and Safety

Functions are available that simplify blocking and deletion of personal data with SAP Information Lifecycle Management (ILM).

Technical Details

Technical Name of Product Feature	EHS_IHS_ERP617_08
Product Feature Is	New
Country-Dependency	Valid for all countries
Software Component Version	EA_APPL 617
Application Component	SAP EHS Management as part of SAP ERP
Available From	SAP Enhancement Package 7 (SP08) for SAP ERP 6.0

These functions enable you to use the SAP Information Lifecycle Management (ILM) component for deleting personal data and controlling the deletion and locking of personal data in industrial health and safety. You can block the personal data as soon as business activities for which this data is needed are completed and the residence period for this data has elapsed. After this time, only users who are assigned additional authorizations can access this data. If the retention period for data expires, personal data can be destroyed completely such that it can no longer be retrieved.

Residence and retention periods must be defined in the customer system.

Effects on Existing Data

Checking the End of the Purpose

An end of purpose check determines whether data is still relevant for business activities based on the residence period defined for the data. The residence period of data consists of the following phases:

1. Phase one: The relevant data is actively used.
2. Phase two: The relevant data is actively available in the system.
3. Phase three: The relevant data needs to be retained for other reasons.
For example, processing of data is no longer required for the primary business purpose, but to comply with legal rules for retention, the data must still be available.

In phase three, the relevant data is blocked. Blocking of data prevents the business users of SAP applications from displaying and using data that may include personal data and is no longer relevant for business activities. Blocking of data can impact system behavior in the following ways:

Display: The system does not display blocked data.
Change: It is not possible to change a business object that contains blocked data.
Create: It is not possible to create a business object that contains blocked data.
Copy/Follow-Up: It is not possible to copy a business object or perform follow-up activities for a business object that contains blocked data.
Search: It is not possible to search for blocked data or to search for a business object using blocked data in the search criteria.

It is possible to display blocked data if a user has special authorization; however, it is still not possible to create, change, copy, or perform follow-up activities on blocked data.

Locking and Deleting in Industrial Health and Safety

In industrial health and safety, you can block the following personal data as soon as business activities for which this data is needed are completed and the residence period for this data has elapsed:

Incident/accident log data

The following data can be deleted as soon as the retention period for this data has expired:

Incident/accident log data
Recorded persons in measurement management
Recorded persons in risk assessment
Recorded persons in the action
Recorded persons in the work area

Effects on Customizing

Proceed as follows to simplify deletion of personal data in Industrial Hygiene and Safety with SAP Information Lifecycle Management:

Activate the business function Information Lifecycle Management (ILM).
Make the required Customizing settings for SAP Information Lifecycle Management (ILM) in Customizing for SAP NetWeaver under the following path: Application Server Basis Services Information Lifecycle Management
Execute transaction IRMPOL and maintain the required retention rules for the following ILM objects of Industrial Hygiene and Safety:

More Information

SAP Information Lifecycle Management
SAP Library for SAP ERP under http://help.sap.com/erp Application Help SAP ERP Central Component Logistics Environment, Health and Safety (EHS) Industrial Health and Safety (EHS-IHS) Data Destruction in Industrial Health and Safety
SAP Library for SAP ERP under http://help.sap.com/erp Security Information Security Guide SAP ERP Security Guides SAP ERP Central Component Security Guide Logistics Environment, Health and Safety (EHS)
SAP Note 2126202