2844018 - FAQ: Data Retention Management for Recruiting Management - Recruiting Management

This knowledge article addresses the common questions asked regarding the Data Retention Management questions for Recruiting Management raised in SuccessFactors Customer Community. 

SAP SuccessFactors Recruiting Management

1. When the candidate profile and application fields are marked as anonymize=”true”, what does this mean to the data in SFSF’s candidate application and profile, and what does it mean as far as purging data?
• When the application or candidate profile field is marked as anonymize=”true”, this field will be masked as soon as the DRM/DRTM purge job has run. Anonymized fields will no longer be accessible to any users for reporting or viewing. Also, once anonymized, the data is formally purged from the system and is no longer retrievable.
  
  
2. In the XML template, what does the “sensitive” attribute do with a field?
• The sensitive attribute marks the field as having sensitive information. This means that even if the data is not yet purged, this information will be non-reportable.
  
  
3. Manually added applications are not purged by the non-acceptance DPCS purge. Is this expected?
• This is an expected behavior. Applications that are in the Forwarded, Invited to Apply, and any other In progress (active) status will not be anonymized or purged. Only applications in onboard and disposition statuses will be purged.
  
  
4. Candidates that are not required to indicate their COUNTRY are not being purged.  Is this expected?
• This is an expected behavior. The purge rule works by identifying the candidate’s country. If a profile does not have a country defined, the purge job will not be able to identify the appropriate retention period applicable for this profile.
  
  
5. Applications that are automatically placed in the “Requisition Closed” status when positions are filled are not anonymized nor purged.  Is this expected?
• Applications in Hired statuses ("Hired On Other Requisition" and "Requisition Closed") are still considered active applications. Those applications can be purged if you enable the following recruiting settings. If not enabled, the data will not be purged. 
• Manage Recruiting Settings -> DRM and DRTM Purge Settings > Consider job applications with the status "Requisition Closed" for purging
• Manage Recruiting Settings -> DRM and DRTM Purge Settings > Consider job applications with the status "Hired On Other Requisition" for purging
  
  
6. When candidates proactively choose to DELETE their profile, their data is not being anonymized or purged.  Is this expected?
• This is an expected behavior. When the candidate deletes their profile, it only deletes their profile, not their application(s).  Hence, it is recommended that candidates must withdraw their application first before deleting their profiles.
  
  
7. The purge request doesn’t consider the records already purged.
• By system behavior, we can only purge a profile or an application once.
  
  
8. Some of the offer detail template fields are not being anonymized nor purged.  Why?
• Offer fields are sourced from the job requisition and job application templates. Hence, only fields marked as anonymized=”true” from either the job requisition or the job application template will be anonymized.
  
  
9. Recruiting Settings – Deletion of Correspondence.  Does this section apply to both DRM 1.0 and DRTM 2.0?
• Yes, both 1.0 and 2.0.  This should be reviewed with company to ensure proper settings per their processes.  This section will also delete all attachments.
  
  
10. Recruiting Settings – General Data Privacy Settings.  Does this section apply to both DRM 1.0 and DRTM 2.0?
• Yes, both 1.0 and 2.0.  This should be reviewed with company to ensure proper settings per their processes.  
  
  
11. Is it possible to filter an application purge to not purge internal candidate or external candidate applications?
• It is currently not possible to filter application purge, all applications that are eligible for purge will be purged. Source of the application is not considered for purge.  
  
  
12. Can the status of an anonymized Job Application be changed?
• It's not possible. No field can be changed once a Job Application is anonymized.

If you wish to see any of the behaviours mentioned above be altered or changed please raise an enhancement request for the same.

2090228 - How to Submit Ideas for SAP SuccessFactors Products

2325887 - What application will be considered as inactive for Data Retention Management 2.0?

2103423 - DRM 2.0 to Purge Inactive Candidates and Inactive Applications in Recruiting - Recruiting Management

Data, Retention, DRM, DRTM, 1.0, 2.0, Candidate, Anonymization, Purge, Purge, Anonymize, Delete, Profile, Correspondence   , KBA , LOD-SF-RCM-CAN , General Candidate Issues (not Offers, not Profiles) , LOD-SF-RCM-APP , Applicants and Job Applications , How To