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ERC_LAWPERIOD - Store Legal Periods

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In this Customizing activity, you store the time limits that are to be observed for the retention or expiration of data for requisitions and applications in the countries in which you want to use SAP E-Recruiting.

Based on specific legal requirements, certain time limits for deleting or retaining data must be observed for rejected applications or completed recruitment processes. Different time limits apply for different countries and regions.

You can store the following time limits:

• Expiration Period

The expiration period indicates the maximum period of time an application and the person-related data of the associated candidate may be saved in the system once the recruitment process has been completed.
The process is completed when the application status is set to Rejected or Withdrawn (see also Workflow After Status Changes to E-Recruiting Objects).

• Retention Period

The retention period indicates how long a requisition and all related information (applications, applicant data, activities, audit trails, and so on) must be retained before they can be deleted.

The time limits stored here are automatically stored by the system for the relevant requisition object or application object. In this way it is possible to take retention periods or expiration periods for these objects into account during deletion.

The system recognizes the time limits relevant for a requisition or an application based on the data that is stored for the branch assigned to the requisition. The system reads the country key and the region of the branch and searchs the expiration periods and retention periods stored in Customizing. If no unique entry is found for the country key and region, then a suitable entry is sought for the region and the country key using a placeholder.

SAP delivers the following time limits in the standard system:

Country	Region	Time Limit Type	Time Limit
-	-	Expiration Period	12
US	-	Retention Period	12

12

12

Expiration Period

Within the jurisdiction of the European Union (EU) you must ensure that all application data and person-related data of the applicant is deleted within a given period from all systems once the recruitment process has been completed (application status Rejected or Withdrawn) and a certain period of time has elapsed.

In this case, you store an expiration period of 12 months for each of the EU countries where you use SAP E-Recruiting.

Retention Period

Within the jurisdiction of the United States (US) you must ensure that all requisition data and all related information is retained for a certain period of time once the recruitment process has been completed.

In this case, you store a retention period for each of the US federal states where you use SAP E-Recruiting (for example, 24 months for California).

Note

Retention Management of Information Lifecycle Management (ILM)

If you have activated the business function ILM for Information Lifecycle Management (ILM), you can use Retention Management of ILM to define retention periods for requisitions. This allows you to destroy data if the end of the retention period has been reached by scheduling a deletion job in the Archive Administration (transaction SARA).

You define the retention periods in Information Retention Manager (transaction IRMPOL). To do this, you have to enter the archiving object, create an active policy for the archiving object, and define a retention rule based on the country grouping and the region.

You can define the minimum retention period and maximum retention period at the level of a country grouping or region. You can define several rules for an audit area based on the combination of country grouping and region. For a requisition or application, the retention period is always determined based on the date of the last change.

For candidates, the retention period is calculated based on the date of the last logon to the system. The candidates are requested per e-mail to log on to the system again if they want to keep their profile in the Talent Pool. In this way, you can update the validity of candidate profiles and thus clean up the Talent Pool.

Example

Within the jurisdiction of the European Union (EU) you must ensure that all application data and person-related data of the applicant is deleted within a given period from all systems once the recruitment process has been completed (application status Rejected or Withdrawn) and a certain period of time has elapsed.

In this case, you create a policy and a rule in Information Retention Manager (transaction IRMPOL) for the archiving object HRRCF_APPL.

For each EU country in which you use SAP E-Recruiting, you create a retention rule with a retention period of 12 months (for example, 12 months for the country grouping Germany (DE) and the region Hamburg (02)).

For more information, see SAP Library for SAP ERP Central Component and choose Human Resources -> Data Privacy and Data Security (HR).

For informaiton about the archiving objects HR: E-Recruiting - Applications (HRRCF_APPL), HR: E-Recruiting - Requisitions (HRRCF_REQ), and HR: E-Recruiting - Candidates (HRRCF_CAND), see SAP Library for SAP ERP Central Component and choose Human Resources -> HR Archiving.

Locking Candidate Data using Residence Rules of Information Lifecycle Management (ILM)

If you have activated business function ILM for Information Lifecycle Management, you can use ILM's locking feature for sensitive data.

If you lock data, it cannot be displayed or edited. Only administrators with special authorizations can access locked data.

You can lock candidate data using ILM object HR: E-Recruiting - Candidates (HRRCF_CAND). Depending on your business needs, you can either lock data, store retention periods, or use both options simultaneaously. You can model the rules for locking and the retention periods in such a way that the data is locked in a first step and then destroyed according to your retention rules in a second step.

ILM uses residence rules to enable locking. You can use the same condition fields such as Country Key, Deregistered Candidates, Interest Groups, Candidate Status for defining both retention rules and residence rules. ILM rules for locking data are identical to retention rules.

To lock data using residence rules, proceed as follows:

1. Execute transaction IRMPOL and create your residence rules under object category SAP Business Suite, audit area GENERAL for ILM object HRRCF_CAND.
2. After the residence rules are created, run report BUPA_PREPARE_EOP to lock the candidate data.

To run the report, the user needs to be assigned to the role of a data protection administrator with lock authorzation (Activity 05) for the authorization object Business Partner: Purpose Completed (B_BUP_PCPT).

You can find more information about scheduling the report in SAP Note 1825608 or in the Customizing for Cross-Application Components under Data Protection -> Locking and Unlocking Data -> Business Partners.

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