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

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?

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SAP SuccessFactors Employee Central

• Data Retention Time Management

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. Go to Manage Data<Country/Region, switch "Data Retention Enabled" to be Yes.
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2. Go to Manage Data, Create New:DRTM Person Info Purge Objects
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     • 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-date	End-Date	status
         1/1/2020	12/31/2021	Purged
         1/1/2022	1/1/2022	Retained
         1/2/2023	12/31/9999	Retained

       • 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,

• 2675172 - DRTM Purge Request goes straight to failed without any approval
• 2179378 - Purge Request fails automatically

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

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