Deletion of Personal Data in Logistics Execution - Shipping

As of enhancement package 7, SP05 for SAP ECC 6.0, functions are available that simplify the blocking and deletion of personal data by using SAP Information Lifecycle Management (ILM).

Technical Details

Country Dependency	Valid for all countries
Software Component Version	SAP_APPL 617
Application Component	LE (Logistics Execution)
Available as of	SAP Enhancement Package 7 (SP05) for SAP ECC 6.0
Required Business Functions	ERP_CVP_ILM_1

Effects on Existing Data

These functions enable you to use the SAP Information Lifecycle Management (ILM) component to support the deletion of personal data and to control the deletion and blocking of business partner master data. Personal data collected in business partner master data can be blocked as soon as business activities for which this data is needed are completed and the residence time for this data has elapsed; after this time, only users who are assigned additional authorizations can access this data. After the retention period for data expires, personal data can be destroyed completely so that it can no longer be retrieved. Retention periods must be defined in the customer system.

Data Transfer

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

Phase one: The relevant data is actively used.
Phase two: The relevant data is actively available in the system.
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 follow up 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 follow-up blocked data.

Customizing

SAP Information Lifecycle Management (ILM)

To use SAP Information Lifecycle Management (ILM) to simplify the deletion of application-specific personal data:

Activate the business function Information Lifecycle Management (ILM).
Make the necessary Customizing settings related to SAP Information Lifecycle Management (ILM) in Customizing for SAP NetWeaver Application Server Basis Services Information Lifecycle Management
Run transaction IRMPOL and maintain the required retention policies for the ILM objects of the application. For LE Shipping the ILM object is RV_LIKP.

Blocking and Deletion of Customer and Vendor Master Data

To use the new functions to simplify the blocking and deletion of customer and vendor master data:

Activate the following business functions:
- ILM-Based Deletion of Business Partner Data (BUPA_ILM_BF)
- ILM-Based Deletion of Customer and Vendor Master Data (ERP_CVP_ILM_1)
Make the necessary Customizing settings related to the blocking and deletion of customer and vendor master data in Customizing for Logistics under Logistics - General Business Partner Deletion of Customer and Vendor Master Data.

LE-specific Customizing Settings

You make the LE Shipping-specific settings for the initial setup of the Sales and Distribution (SD) related retention information in Customizing for Sales and Distribution under Start of the navigation path Data Transfer and Archiving Next navigation step Archiving Data Rebuilding of Retention Information in SD End of the navigation path (for this specific function LE Shipping is handled as part of SD).