2655009 - Frequently Asked Questions on Data Retention Period in GDPR

This document covers some basic and frequently asked questions in relation to Data Retention Period in GDPR

SAP Business ByDesign

Data Retention for Availability Calendar

Q1. What do you mean by Availability calendar?

A1. Availability Calendar refers to the calendar in the Resource Management Work Center showing the availability, projected commitments and planned hours of the employee/service agent.

Q2.  How does it affect you?

A2.  After deletion the calendar entries would not exist for the time period before the retention period.

Q3. How can it be Deleted ?

A3. Deletion can be triggered for an employee by following the below steps:

1. Go to Data Protection and Privacy Work Center 
2. Select Business Partner Data Removal view
3. Select Employee
4. Select Remove Data

Now Check the Availability Calendar in the hierarchy

Data Retention for Business Letters

Q4. What do you mean by Business Letters?

A4. The Business Letters refer to the documents like Email, Letter, Activity Task etc.

Q5. How can it be deleted?

A5. Currently the deletion of these documents is not working from the Document Deletion Work Center view and is being reworked in the release for GDPR compliance.

Data Retention for Employee Time Data

Q6. What do you mean by Time Data?

A6. Employee time data refers to the Time Recording done by an employee, Time Punches if applicable, valuated Time entries in Time File and Time Account Instances/Postings.

Q7. How can it be deleted?

A7. Deletion can be triggered for an employee by following the below steps:

1. Go to Data Protection and Privacy Work Center 
2. Select the Business Partner Data Removal view
3. Select Employee
4. Select Remove Data

Now check the Employee time data in the hierarchy

Data Retention for Work Agreement

Q8. What do you mean by Work Agreement?

A8. Work agreement refers to contract data between employee and employer created for an Employee at hiring.

Q9. How does it affect you?

A9. An employee normally has one work agreement, however there can be multiple work agreements in case of a rehire scenario. Employee’s complete master data is deleted when last work agreement is deleted. Deletion of the Employee would result in all the HCM documents getting deleted and the personal data getting depersonalized in all the transactional documents referring to the employee.

Q10. How can it be deleted?

A10. Deletion can be triggered for an employee by following the below steps:

1. Go to Data Protection and Privacy Work Center
2. Select the Business Partner Data Removal view
3. Select Employee
4. Select Remove Data

Now check the Work Agreement in the hierarchy

Data retention, GDPR , KBA , AP-RC-ILM , ByD,C4C,Travel: Information Lifecycle Management , Problem