Activating Data Retention

Objective

After completing this lesson, you will be able to activate the Data Retention feature in Company Administration for Concur Travel.

Data Retention Activation

To enable the Data Retention feature, a three-step activation process is required. Review the following graphic and corresponding information to learn more about each step.

Infographic titled 'Three Steps to Activate Data Retention' with three icons and steps: 1) Establish a Plan (clipboard icon), 2) Contact SAP Concur (phone with arrow icon), and 3) Assign Permissions (person with key icon). Each step is in a separate blue box.
  1. Establish a Data Retention Plan: SAP Concur clients must assess their company’s legal and statutory requirements to create a data retention plan
  2. Contact SAP Concur to Enable the Feature: Only SAP Concur can activate the Data Retention feature for all core projects
  3. Assign Administrator Permission: Once the feature is active, assign the Data Retention Administrator permission to the appropriate user

    These users can access Data Retention in the Company Admin page and use the Hold User function in User Administration

Considerations for Data Retention:

  • Data Retention cannot be turned off once enabled
  • It is not possible to turn on Data Retention for only some parts of a company; this is a company-wide feature
  • The 23-month filter applies immediately upon feature enablement, regardless of whether Data Retention settings have been configured and saved

Note

Retention periods are based on data age, not calendar years. The feature deletes data daily as it reaches the selected age, rather than removing all data from a specific calendar year.

Determining the Age of the Data

The Data Retention feature calculates the age of data to determine if that data is old enough to be removed from the system. There are three types of data, and each data type is calculated differently.

Slide titled 'Data Types' with a list on the left showing: 1. Users, 2. Profiles, 3. Itineraries. On the right, there is a photo of a laptop and desktop displaying charts and graphs, and a person holding a smartphone showing a map.

Review the following information to learn more about each data type.

Users
A user's data on the User Administration page only starts aging once the user is marked as inactive. The age is calculated as the number of days between the inactive date and today.

User data is removed only after all the following criteria is met:

  1. After the user is inactive
  2. After the longest retention period
  3. If there is no hold on the users data
Profiles

A user’s Profile data does not begin to age until the user becomes inactive. Profile data is calculated as the difference between the user’s inactive date and today.

Profile data is removed only after all the following criteria is met:

  1. After the user is inactive
  2. After the longest retention period
  3. If there is no hold on the users data
Itineraries
The age of an itinerary is calculated as the difference between the first creation date and today.

Summary

  • Enablement requires: plan, SAP Concur activation, then assign Data Retention Administrator to access settings and use Hold User
  • Feature is company-wide and irreversible; the 23-month filter applies immediately upon enablement
  • Deletion runs daily based on data age, not by calendar years
  • Users and Profiles age after inactivity; Itineraries age from creation; removal requires longest period and no hold applied

Learning

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