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Procedure documentationDestroying Data from an ILM Store

 

SAP NetWeaver ILM enables the destruction of archived data that is stored in the ILM store. It guarantees adherence to the legal requirements for data retention. Data destruction takes place for ILM-compliant archive files in which the data is grouped according to its ILM properties - specified the ILM rules. Data destruction takes the retention periods of ILM object instances into account as follows:

  • The minimum retention period has expired. You can destroy the data.

  • The maximum retention period has expired. You must destroy the data now.

Data Destruction Steps

Data destruction takes place in the following steps:

  • Building the data destruction work list from archive files as well as attachments and print lists for which the retention period has ended.

  • Planning and executing a data destruction run

Scope of the Data Destruction

The function destroys the following objects:

  • Archive files (including those from replaced and invalid archiving sessions) or individual data objects in archive files

    Note Note

    If an archive file contains data objects that have a legal hold placed on them, only those data objects without holds are destroyed. The archive file containing data objects with holds remains.

    End of the note.

    Data destruction takes the retention periods of the data objects in the archive file into account as follows:

    • The data destruction at the end of the minimum retention period affects all data objects in the archive file in the same way because the start date (and therefore the minimum retention period) is a criterion for filling archive files.

    • In an archive file, the data objects can have different maximum retention periods - even if the minimum retention period is the same. If an archive file contains a data objects for which the maximum retention period has expired, those data objects with a later end date for the maximum retention period are also destroyed.

  • Information about archive files and the link entries in archive administration.

  • ArchiveLink documents (attachments and prints lists that have been stored with ArchiveLink) in the Content Repository as well as the relevant ArchiveLink references from the ILM store

    Note Note

    The destruction of documents (instances of object types in the Business Object Repository) does not automatically result in the deletion the ArchiveLink documents linked to them.

    End of the note.

  • Link entries in the TOA* tables (for use only with SAP NetWeaver ILM in a live application system).

Prerequisites

You have defined an expiration data for stored snapshots or archive files that do not have one.

For more information, see: Defining Expiration Dates of Archive Files

Procedure

1. Calling a Function

In the ILM Retention Warehouse Cockpit for administrators, choose Start of the navigation path Data Destruction Next navigation step Destroy Data in the ILM Store End of the navigation path.

You can use transaction code ILM_DESTRUCTION to call the function in the system.

2. Creating a Destruction Worklist

  1. Select the category of the resources you want to destroy - Archive Files or Attachments and Print Lists - and restrict the worklist selection if necessary.

  2. In the Expired Resources screen area, expand the store hierarchy of the desired system to the archive file level (resources).

    Each resource has a symbol assigned to it. The symbol denotes whether the resource can be destroyed (minimum retention period has expired) or must be destroyed (maximum retention period has expired), or whether it has a legal hold on it. You can filter the display of the store hierarchy according to these criteria.

    To display the detail data of a resource, use the context menu.

  3. To include a resource in the destruction worklist, in the context menu for the resource, select Select or use the mouse to drag the resource to the Create Destruction Worklist screen area.

    You can display the detail data for each resource in the destruction worklist. You can delete an individual resource or the entire list from the destruction worklist.

  4. Choose the icon with the tooltip Save Destruction Worklist.

    In the dialog box, enter a description or a text for the destruction worklist and confirm your entry.

3. Executing Data Destruction

  1. In the Destruction Worklists screen area, select one or more destruction worklists.

  2. Choose Schedule.

  3. In the Schedule Data Destruction dialog box, select the processing mode (test mode or production mode) and enter the Start Date and Time.

Result

The system executes the destruction runs on the start date you have defined.

To display the data for scheduled destruction runs, choose the Job Overview pushbutton.

Choose Logs pushbutton to display the application log that contains the URIs for the resources or collections to be destroyed.