3571731 - How to purge inactive user's Personal data - DRTM Person Information Purge

• How to purge inactive user's Personal data - DRTM Person Information Purge 
• Use the DRTM Person Information purge type to purge all person-related data
• Person entities data can be purged by using DRTM Personal Information Purge
• Retention times can be configured in Manage Data > DRTM Person Info Purge Objects for different entities
• Data will be purged based on retention times configured for different entities

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SAP SuccessFactors Employee Central

• Data Retention Time Management -DRTM Person Information Purge

Prerequisites

• Add preconfigured MDF objects for data retention time management (DRTM) to your instance, using the  Upgrade Center. and Prerequisites for Using Data Protection and Privacy Functions, so that you can use them to configure data retention times. Metadata Framework (MDF) is enabled.
• Upgrade DRTM module entity through upgrade center. 
• Go to upgrade center, upgrade DRTM Employee Central and DRTM Workflows content so that the module specific DRTM objects are available in MDF "manage data"; 
• View Here: Data Included in the DRTM Person Information Purge and 2615360 - DRTM Master Data Purge for Inactive Users

 To use the Use the DRTM Person Information purge type to purge all person-related data , 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
• View:Prerequisites for Using Data Protection and Privacy Functions
• When setting up a DRTM Person Information purge request, you can choose to include one or more of the following purge objects.

1. • • • 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.
2. 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.

1. Check Purge Request Monitor , once job is completed 
2. After the job runs in provisioning, un-retained data should be purged in instance.

Via UI schedule Job manager

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

FAQ - Additional Information

Q) Where can I get information on this from the Guide?

 A) Guide: Implementing and Managing Data Protection and Privacy

•  Chapter: Process for Setting Up Data Retention Time Management (DRTM) 
•  Chapter: Data Included in the DRTM Person Information Purge
•  Chapter: Purge of Specific Data for One SAP SuccessFactors Solution
•  Chapter: To manage the purge freeze list, use the MDF Manage Data tool to edit the DRTM Purge Freeze MDF extension object.
  
  

Note:

• DRTM Person Information Purge is set up to delete person information based on the retention time configured for terminated employment. However, if an employee record exists in Employee Central with a future rehire date then the person information is relevant and not purged by the system.
• The UI will always be empty for person information, whether the purge objects have been set up or not. If you do not want to purge specific objects, you can delete those from the DRTM Person Info Purge Objects, otherwise, all the listed ones will be purged. The purge is also dependent on the time of the purge request run. For example, if a customer schedules a request for 5 days later. Before reaching the 5 days, if the customer adds or removes a country or region, the purge will be done on the basis of the retention times available in those purge objects on the day request is running. 2615360 - Data Protection and Privacy - Data Retention Time Management (DRTM) - Master Data Purge for Inactive Users 

• 2657326 - Data Retention Time Management: Person and Employment Purge Object FAQ
• 2666225 - PURGE CUT OFF DATE and PURGE RUN DATE in DRTM report
• 2615360 - Data Protection and Privacy - Data Retention Time Management (DRTM) - Master Data Purge for Inactive Users 
• 2088065 - Data Retention Management - Purge Data - Platform
• 3203863 - How To Correct or Remove address Information Record via Import in Full Purge mode
• 2675172 - DRTM Purge Request goes straight to failed without any approval
• 2179378 - Purge Request fails automatically
• 2628645 - How To Set Up Workflow Purge via Schedule job for DRTM Workflows 
• 3319018 - How To Enable Feature Data Inspector
• 3375924 - How To check User Status Via Data inspector
• 3058601 - How To Check Soft Purge or (Hard or Permanent Purge ) User
• 2545988 - How To Purge or Delete Users In SuccessFactors
• 2922739 - How to purge integrated external learners using DRM - SAP SuccessFactors Learning

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