Expunging and Archiving Records
To comply with legal regulations, records relating to individuals or organizations have to be expunged after a certain date.
The period of time after which data has to be expunged depends on the type of involvement of the party concerned, for example, as witness, suspect, and so on.
Features
The expunge date refers to one specific relationship of a transactional entity, meaning that an individual is removed from one specific case, but generally remains in all others. Relationships to any other entities (master data) are only removed when there are no further relationships to a transactional entity.
Expunging records is a manual process and requires that you monitor the expunge dates. When you see that an expunge date has been reached in a certain case, you can navigate to the details of the person concerned and check all relationships to see whether they can be deleted. If this is the case, the record can be deleted.
To delete a record, you set the indicator for archiving. A record can only be archived when the expunge date of all its relationships to other entities has been reached. Once a record has been archived the deleted relationships are no longer visible and the record no longer appears in the operational system.
Records are archived using the standard archiving function. For more information about the full procedure for archiving, see Archiving Business Partners.
Note
You can use the Business Add-In (BAdI) CRM_ICM_REL_C to determine a default expunge date for relationships, and recalculate the expunge data based on relationship attributes.