Settings for Data Retention after dismissal (GDPR)

Objective

Data protection laws in different areas require you to retain specific employee related data for a certain amount of time, before it is automatically deleted. On this page, you will learn how to set up rules within your HR solution to fulfil these requirements automatically.

Prerequisites

  • Areas have already been configured

Click Through

  • Start in HR HUB
  • In the lower left corner, switch from Overview to Settings
  • Under Administration, navigate to Data Retention Configurations
  • Click on + New
  • Select an Area
  • Select the Target Entity (data table)
    • One data retention configuration can only delete field data from one entity at a time, so only one entity can be selected.
    • To find the logical name of an entity, open a view or record (e.g. an Employee Record), in a different tab. You will find the name in the URL bar between the expression "etn=" (e.g. etn=xrm1_employee) and the next "&" character. (Screenshot)
  • Select all fields to delete
  • Enter a Retention Period in months
    • The retention period begins from the effective date of a termination
  • For "Record maintained by", select Self Maintained
  • Save & Close

Hint

  • The region specified in the Data Retention Configuration relates to the primary work location specified in the employee record.
  • Application of Data Retention configurations to employee related data is triggered in the Digital Personnel File by
    • Switching "Prepare Dismissal" to Yes
    • Entering an effective date
  • Data Retention configurations will not automatically apply to already terminated employments before configuration of these settings.
    • It can be triggered manually by switching "Prepare Dismissal" to No, saving, then back to Yes
  • You can create individual employee specific Data Retention configurations directly from the Digital Personnel File. To do this:
    • in the HR Details tab in the Employee Data Retention Records subgrid
    • or in the Employee Data Retentions tab,
    • click on + New Employee Data Retention

Result

All created configurations will be visible in the view.

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