Challenges with Deleting Former Employee Data and Configuring Retention Periods

[danifunke]

Hello everyone,

I’m currently looking for ways to anonymize or delete data of former employees from our system, but I’ve encountered a few challenges along the way.

We’d like to define different retention periods for our various ticket categories, but so far, we haven’t found any option to configure this. Of course, during the implementation project, we already activated the available setting for the general retention period.

The “Data Protection and Privacy” work center is also activated; however, manually deleting more than 1,000 records would be far too time-consuming. That’s why we’re hoping to find a way to automate this, ideally based on the report we created – or through a similar approach.

An example: There are former employees who have neither created nor participated in any tickets. To identify them, I’ve created a report. Based on this report, we’d like to delete those former employees.

Does anyone know how we could implement this – or perhaps have a better idea?

Thanks in advance!

[HenrikeGrtecke]

Hello, thank you for your question. It has been forwarded to the experts. Kind regards, Henrike

[Chris1973]

Good day @danifunke 

Thank you for your question.

Have a look at these references, they provide more detailed guidance:

Data Privacy and Protection, Delete Job, Retention Management, Deletion of Personal Data

To summarise, the Data Protection and Privacy work center controls all person-data handling. Multiple retention periods per ticket type are not yet supported, only one retention rule per business object is allowed in public cloud. You can, however, automate deletion by using:

• Retention Rules and scheduled Data Deletion Jobs.
• API-based automation and integrate it with your custom employee-filter report.
• Alternatively, you can use Anonymization to retain historical ticket data while you remove identifiers.

Based on these options mentioned, I recommend you use the standard retention rule for employees and complement it with SAP Build Process Automation or Intelligent Data Management because it enables dynamic selection.

Let me know if you have further questions.

Best regards

Chris