SAP Knowledge Base Article - Public

3312367 - How to purge inactive user's Personal data after a time period automatically?

Symptom

We have some terminated employees, according to Legal policy, their personal data should be purged in a fixed time after termination date. How to run it automatically?

"Image/data in this KBA is from SAP internal systems, sample data, or demo systems. Any resemblance to real data is purely coincidental."

Environment

SAP SuccessFactors Employee Central

  • Data Retention Time Management

 

Resolution

Prerequisites

  • To use the master data purge, it is necessary to enable the new data retention time management (DRTM) solution and the DRTM Master Data purge object
  • To use data retention time management (DRTM) functionality in the Data Retention Management tool, you need to have the following features enabled
  1. Data Retention Management (DRM 2.0)
  2. Extension Center and/or Metadata Framework (MDF) (See Guide to What's New in Metadata Framework). It is encouraged that customers upgrade to MDF  via the "Upgrade Center" by enabling a feature called  “Extension Center” this feature will automatically have MDF enabled see KBA 2379483 for further guidance.
  3. Role-based Permissions (RBP) (see Guide to Migrate to Role-Based Permissions)

Steps of Resolution:

  1. Go to Manage Data<Country/Region, switch "Data Retention Enabled" to be Yes.
  2. Go to Manage Data, Create New:DRTM Person Info Purge Objects
    •  
      • Purge object: Personal Details; Address Information; Dependents Information; Email Information; Social Account Information; Phone Information; Emergency Contact Information; National ID Card Information etc.
      • Valid As Of: specify a date. This date should be equal or later than the country/region effective date when enable the Data Retention feature.
      • Country/Region: Select the target country/region
      • Unit:  Month/Year
      • Retention Time For Active Employees: should be a positive number
        • Effective-dated entities: Retention time is based on record's end-date. For example, if "today" is Jan 1st, 2023, retention time is 1 Year, and records as below. "Today" - 1 year = 1/1/2022, that means for the records, whose end-date is equal or greater than 1/1/2022, will be retained. The earlier records will be purged
          Start-dateEnd-Datestatus
          1/1/202012/31/2021Purged
          1/1/20221/1/2022Retained
          1/2/202312/31/9999Retained
        • Non Effective-dated entities: Data will be retained all the time.
      • Retention Time For Inactive Employees:  should be a positive number
        • Data will be purged based on Termination Date. For example, if "Termination Date" is Jan 1st, 2023, retention time is 1 Year, and records as below. "Termination Date" - 1 year = 1/1/2022, that means for the records, which are equal or greater than 1/1/2022, will be retained. The earlier records will be purged.
  3. Go to Data Retention Management< create New Purge Request
    • Purge request type: DRTM Person Information Purge
    • Select user status and Countries/regions based on requirements
    • Add approver
    • schedule Purge Request to run automatically with required frequency.
  4. After the job runs in provisioning, un-retained data should be purged in instance.

If the request is failed automatically, please check below KBA,

See Also

Purge of Specific Data for One SAP SuccessFactors Solution

Data Included in the DRTM Person Information Purge

2657326 - Data Retention Time Management: Person and Employment Purge Object FAQ

2615360 - Data Protection and Privacy - Data Retention Time Management (DRTM) - Master Data Purge for Inactive Users

Keywords

DRTM, Data Retention Management, National ID, Address, Phone, Email, Emergency Contact, Dependents, Personal Information, auto delete. , KBA , LOD-SF-EC-DRM , Data Retention Management - (DRM & DRTM) EC Data Only , How To

Product

SAP SuccessFactors HCM Core all versions