The Data Retention feature allows administrators to set a time frame after which Concur Travel automatically deletes user profiles, itineraries, and credit card information. This helps companies comply with data privacy regulations.
Data Retention Terminology
Review the following terms and their respective definitions.
- Data Retention
- The name of the SAP Concur feature is intended to help clients remove personal data.
- Personal Data
- Any information related to an identifiable person who can be recognized directly or indirectly by reference to an identifier.
- Sensitive Data
- A setting of this feature for a subset of personal data that is not needed beyond the termination of an employee and therefore has an expedited retention period. For example, a traveler’s passport number, emergency contact information, travel preferences, driver’s license number, and US Social Security Number.
- Removed or Obfuscated
- The single term refers to the anonymization or deletion of data by the Data Retention feature. Data that has been rendered unintelligible and thereby useless for identifying a specific person. Also known as deleted data.
- Anonymized
- Data that has been rendered anonymous and thereby useless for identifying a specific person. This is also known as removed data.
- Activated
- When the Data Retention configuration takes effect, if no admin intervenes, a new or updated retention period is activated automatically after the mandatory 72-hour waiting period.
- Anchor date
- The date that the Data Retention feature uses to determine age of a piece of data.
- Hold User
- An option of this feature for enabling the functionality that exempts a user from being removed by the Data Retention feature.
Note
The maximum number of users that may be put on hold is 1000. If more than 1000 users are required to be put on Hold, a SAP Concur service ticket request must be opened.
Accessing Data Retention
To access Data Retention, select Data Retention from the left menu panel.
Note
You can also access the Data Retention feature from the Home menu.