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OHIX_IRMPOL - Define Retention Rules

OHIX_IRMPOL - Define Retention Rules

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In this Customizing activity, you define retention rules for personal master data while considering legal and country-specific regulations. You thus ensure that personal data is available in the system until the end of its retention period and can be destroyed once the end of the retention period has been reached for data privacy reasons. If you destroy data, the system evaluates the created rules and checks whether the end of the retention period has been reached for the selected data. If this is the case, the data can be destroyed.

Rules for the retention of data can have a different origin and be country-specific. Therefore, you need to enter the origin of the policy for each policy (for example, Federal Civil Service Act BBG).

Data that, from a business perspective can be destroyed together, are grouped in standard archiving objects. You therefore define your retention rules for each archiving object.

Note

With Retention Management of SAP NetWeaver Information Lifecycle Management (ILM), SAP provides functions that you can use to define policies and rules for the retention periods of your data. Furthermore, the user is solely responsible for defining and performing the rules and for adhering to the applicable legal regulations and retention periods. SAP does not accept any liability or responsibility in this regard.

Define your retention rules in cooperation with the HR Administrator, the data protection officer, and, if necessary, the IT department.

Retention rules are managed in Retention Management provided by ILM, in policies. The policies are differentiated by their type of usage in policy categories. The policy category Retention Rules valid for the destruction of data is set as a default value.

Run transaction IRMPOL and proceed as follows:

  1. Choose the Object Category SAP Business Suite.
  2. Choose the Audit Area.
  3. Enter the archiving object for which you want to create the policy as the Object.
  4. Choose Create.
The Policy: New screen appears.
  1. Enter the Policy Origin for your policy.
  2. The Available Fields area contains all rule-relevant fields that are available for the object. Select the fields that you want to use as a criterion in your rule.
For all Chosen Fields, you can enter conditions in rule maintenance that are used to determine the rule conditions when the rule is applied for the object.
  1. Save your entries and enter the transport request.
The policy was created. You can now maintain the rule.
Note
To be able to change a policy, it must have the status Not productive.
  1. Choose Maintain Rules.
Enter all rule conditions in the Rules for Policy area.
  1. Save and transport the policy and the rule.

A retention rule is to be defined for change documents (archiving object HR: Long-Term Documents PA_LDOC). The only permitted rule-relevant field for the relevant object in ILM is the country grouping (MOLGA). The last date of change (LAST_CHANGE_DATE) of the data record is defined as the start time for the retention period for the object.

The retention rule states that all long-term documents for HR data changes for all employees with country grouping 01 for Germany are to be destroyed once five years have passed since the last change was made.

The following entries are required:

Policy:

  • Chosen Fields: MOLGA

Rule:

  • Country Grouping: 01
  • Min./Max. Retention Period: 5
  • Time Unit of Retention Period: Year
  • Retention Period Starts With: Last Changed On






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