Explaining data purge.

In SAP SuccessFactors Onboarding, you can purge data captured during the onboarding process for internal and external users by creating a purge request under Admin Center → Data Retention Management tool using the DRTM Onboarding Purge group. Internal users have been converted to employees, whereas external users have not yet been converted to employees.

There are three types of Data purge:

• Data Retention Time Management (DRTM) Onboarding purge: The DRTM Onboarding purge removes all data related to Onboarding that has been captured during the Onboarding process.
• Data Retention Time Management (DRTM) Audit Data purge: The DRTM Audit Data purge removes data from audit logs to generate personal data audit reports for data protection and privacy. You can use DRTM to purge audit data for external onboarding users. When you include external onboarding users in a DRTM Audit Data purge request, all of the audit data for the external users can be successfully purged. 
• Data Retention Time Management (DRTM) Master data purge: The DRTM Master Data purge fully purges inactive users and their associated data based on a single, common retention time.

The following objects are included under the DRTM Onboarding Purge request type:

• Data Collection Extension
  • Purging all User Information collected as part of Custom Data Collection and its Notifications.
• Documents
  • Specific notifications and all documents of users excluding compliance forms are purged.
  • Onboarding compliance forms in PDF format are not included in the DRTM Onboarding Purge. They are included in the DRTM Master Data Purge.
  • It's recommended that you consult with your legal team before you perform DRTM Master Data Purge.
  • All of the user's documents and specific notifications are purged.
• Process and User Data
  • Purging all user-specific data like Employee, Metadata Framework (MDF), Business Process Engine (BPE), and email notifications.
• Tasks/Activities
  • New Hire activities data and specific email notifications are purged.

SAP SuccessFactors HCM can be set up to look for sensitive data types, and information on who is accessing and/or editing may be found in the Read and Change Logs.

Onboarding personal information relies on the Employee Central data structure for what data is considered sensitive and would show in either the Read or Change Access Logs.

Other Onboarding data, such as New Hire Data, Data Collection Extensions, or Documents, will be used in another set of Read/Change audits.

Compliance Forms are included in the Read and Change Logs but will be limited to forms that contain sensitive personal data only.

Using the self-service Instance Refresh tool, you can choose to anonymize Onboarding-specific data fields by selecting the option Anonymize Selective Fields or Anonymize All Supported Fields in the Anonymize Sensitive Information field.

Onboarding fields available for anonymization:

• Email
• Recipient
• View Email
• Attachments
• Email Argument
• RCM Primary Email
• Subject

Onboarding data that is deleted in targeted system:

• Compliance Data
• Email Reminders
• Onboarding and Offboarding To-Do Data

• SAP SuccessFactors Onboarding allows data purge for internal and external users via the Data Retention Management tool in Admin Center.
• Three types of data purge are available: DRTM Onboarding purge, DRTM Audit Data purge, and DRTM Master Data purge.
• Specific objects, documents, and user data are purged based on the DRTM Onboarding Purge request type.