The collection and processing of personal data is of particular importance for enterprises. The efficient and easy blocking, deletion and archiving of this sensitive data in an SAP system is very complex however, especially in a system with customer-specific enhancements. For these systems and the management of data stored here, you require an advanced solution. In this connection, you also have to bear in mind that not only the live SAP system processes personal data, but also the SAP test or quality assurance systems have to be considered.
SAP ILM (SAP Information Lifecycle Management) is a tool developed for retaining, blocking and deleting data and documents in your SAP system. By using ILM, the life cycle of SAP data can be managed in an automated way by means of rules. The tool is recommended by SAP as a supporting measure with a view to the EU-GDPR becoming effective on May 25, 2018.
The SAP module will assist you with managing the life cycle of the information stored in SAP by using the following Information Retention Management functions:
- Determination of ILM rules: You can independently define ILM rules, e.g. storage rules and retention periods, to be able to map the legal requirements correctly in SAP and to apply these provisions to live data as well as to data already archived. According to these requirements and processes, the data can eventually be archived in an automated way.
- Blocking of data: Data can be blocked against premature deletion if they are relevant for legal cases for instance or if they are to be blocked against access of specific SAP users or employees.
- Deletion of data: In consideration of legal requirements or blocking due to a legal case, data can be deleted in a rule-consistent manner.
Furthermore, your data will be archived on an ILM-certified WebDAV server to guarantee the immutability of personal data and prevent premature deletion.
The three SAP ILM modules are an appropriate solution to manage your data in an automated and, as a consequence, in a simpler and more efficient way in the SAP ERP system.