Successfully reported this slideshow.
We use your LinkedIn profile and activity data to personalize ads and to show you more relevant ads. You can change your ad preferences anytime.

Simplify GDPR-Ready Data Retention with SAP Solutions

1,891 views

Published on

As the General Data Protection Regulation (GDPR) enforcement date looms,organizations must be ready to comply in two key areas: being able to retain,rectify, and erase personal data, and providing a permanent audit trail for all changes. What’s needed is a holistic approach that automates and simplifies the entire information lifecycle, so you can run compliantly and reduce cost. In this solution brief, check out SAP Solutions especially the SAP® Information Lifecycle Management (SAP ILM) component and SAP Extended Enterprise Content Management (SAP Extended ECM) application by OpenText that help you simplify management of archiving, retention, and destruction of personal
data.

  • Be the first to comment

Simplify GDPR-Ready Data Retention with SAP Solutions

  1. 1. Simplify GDPR-Ready Data Retention with SAP® Solutions BenefitsSolutionObjectives Quick Facts SAP Solution Brief SAP Extended Enterprise Content Management by OpenText | SAP Information Lifecycle Management ©2018SAPSEoranSAPaffiliatecompany.Allrightsreserved.
  2. 2. 2 / 7 Objectives Are your data management processes ready for GDPR? As the General Data Protection Regulation (GDPR) enforcement date looms, organizations must be ready to comply in two key areas: being able to retain, rectify, and erase personal data, and providing a permanent audit trail for all changes. What’s needed is a holistic approach that automates and simplifies the entire information lifecycle, so you can run compliantly and reduce cost. The GDPR sets a new standard for the control, dissemination, and protection of personal data collected on citizens. It’s a standard that also expands the scope of protected personal data, so an individual’s social media history, cookie data, and other content are as strictly protected as his or her identification and contact data. It’s a standard that requires you to take control of all of an individual’s structured and unstructured data generated by your business transactions and communications including enterprise system data, e-mail, images, IP addresses, and social media interactions. The SAP® Information Lifecycle Management (SAP ILM) component and SAP Extended Enterprise Content Management (SAP Extended ECM) appli- cation by OpenText help you simplify management of archiving, retention, and destruction of personal data. By working together to keep structured and unstructured personal content in sync, you can address fast-growing and evolving regulations such as the GDPR. Are your data management processes ready for GDPR? SAP Solution Brief BenefitsSolution Quick Facts ©2018SAPSEoranSAPaffiliatecompany.Allrightsreserved.
  3. 3. 3 / 7 Protect or destroy an individual’s entire data footprint While SAP ILM delivers powerful data retention functionality to meet emerging compliance requirements, SAP Extended ECM delivers fast, in-context access to enterprise content across every business transaction and process. You can use both solutions together to keep archiving, retention, and deletion of all data in sync, so that personal enterprise data stays connected with related unstructured content including invoices, e-mail, and social media content. For the unprecedented personal data protection requirements of the GDPR, this is a game changer – especially for executing and documenting deletion requests for an individual’s entire data footprint. That’s because traditional information manage­ ment solutions often have deletion policies that run on different schedules and fail to link the structured data in enterprise systems with its related unstruc­ tured content scattered across other data sources.The result is that related structured and unstructured content are“orphaned”as some records are deleted while the others remain intact, leaving you open to GDPR-related violations. Protect or destroy an individual’s entire data footprint Share data rules to keep personal information intact Quickly configure automated checks for linked data Solution BenefitsObjectives Quick Facts Eliminate orphaned data so you can comply with internal, external, and legal requirements for data retention and destruction – including the GDPR. SAP Solution Brief ©2018SAPSEoranSAPaffiliatecompany.Allrightsreserved.
  4. 4. 4 / 7 Share data rules to keep personal information intact Whether you need to retain data for legal holds and e-discovery, or execute personal data deletions under the GDPR, you can do both by implementing two rules in SAP ILM. The first rule passes holds placed on data in SAP ILM to associated content in SAP Extended ECM. The second rule prevents deletion of data in SAP ILM when a hold is attached to an associated document in SAP Extended ECM. This functionality guarantees that a legal hold set by SAP ILM will prevent destruction of associated documents that reside in SAP Extended ECM or even a partner solution, and legal holds placed through SAP Extended ECM will extend to data managed by SAP ILM. By establishing a rule-based link between data governed by SAP ILM and related content governed by SAP Extended ECM, you can also meet data access, deletion, and portability requests under the GDPR. You can delete both personal data and any associated content such as invoices, e-mail, and social media content, and keep a permanent audit trail to fully document the deletion of personal data. Make data retention and deletion policies applicable to related data in SAP ILM and SAP Extended ECM. Protect or destroy an individual’s entire data footprint Share data rules to keep personal information intact Quickly configure automated checks for linked data BenefitsSolutionObjectives Quick FactsSAP Solution Brief ©2018SAPSEoranSAPaffiliatecompany.Allrightsreserved.
  5. 5. 5 / 7 Quickly configure automated checks for linked data With SAP ILM running alone, destruction of data and other data change requests are carried out at the file level. By deploying SAP Extended ECM alongside, you can configure SAP ILM to look for linked files across your entire data archive including content managed by SAP Extended ECM. You can configure a“veto”business rule to check every data object within a file against your entire data archive. The veto rule business logic can be inserted as part of virtually any manual or automated change process,including automated destruction processes in SAP ILM. The rule checks SAP ArchiveLink® software to determine whether the checked data object still has relevant documents that exist as attachments in SAP Extended ECM. If the business rule finds any attachments, it will execute the necessary veto prompt to prevent destruction of the file. An information log provides a list of all outstanding attachments for the data archive file that prompted the veto alert.After these attachments are destroyed in SAP Extended ECM, destruction of the data archive file can proceed as normal. Protect or destroy an individual’s entire data footprint Share data rules to keep personal information intact Quickly configure automated checks for linked data BenefitsSolutionObjectives Quick FactsSAP Solution Brief Configure the veto business rule to automatically check for related data or attachments before any system or manual change to personal data. ©2018SAPSEoranSAPaffiliatecompany.Allrightsreserved.
  6. 6. 6 / 7 A holistic, audit-ready solution for information retention Combining SAP ILM with SAP Extended ECM delivers a single information lifecycle management platform that helps you simplify the archiving, retention, and destruction of personal data. In addition to any legal hold or e-discovery requests, you can address specific requirements in the GDPR to fulfill and document an individual’s right to erasure of personal data.And even as you improve data management compliance, you can reduce administration and IT resource requirements, which means you also lower maintenance and hardware costs. What’s more, running SAP ILM together with SAP Extended ECM enables you to: •• Define sophisticated archiving and retention policies and rules that incorporate requirements from multiple regulations •• Delete both personal data and any associated content such as invoices, e-mail, and social media history •• Document deletion of personal data by main- taining audit trails and reporting capabilities •• Automate data collection to reduce the cost and risk of data access and portability requests •• Encrypt and control access to archived data A holistic, audit-ready solution for information retention BenefitsSolutionObjectives Quick FactsSAP Solution Brief Minimize legal and regulatory risk by using a single platform that reduces complexity and cost. ©2018SAPSEoranSAPaffiliatecompany.Allrightsreserved.
  7. 7. 7 / 7 Summary Need help meeting the personal data requirements of the General Data Protection Regulation (GDPR)? Then run the SAP® Information Lifecycle Manage- ment component together with the SAP Extended Enterprise Content Management application by OpenText. Manage all archiving, retention, and deletion policies across the enterprise, and share data rules to automate and document the complete deletion of personal data and related content. Objectives •• Help ensure compliance with the GDPR for retaining and deleting personal data •• Integrate retention policies for data and related content to avoid orphaned information •• Simplify data archiving and retention processes to reduce IT and administrative costs Solution •• Unified retention management for data and enterprise content •• Fully automated archiving and in-sync destruc- tion of related data and content •• Legal hold and e-discovery support for both data and content •• Permanent audit trail for data and content •• Physical records management for bar coding, space management, and more Benefits •• Enforce new regulations for archiving and deletion of personal data •• Reduce complexity with preconfigured data management and optimized IT landscapes •• Lower cost through reduced hardware invest- ment and software maintenance Learn more Talk to your SAP representative today or visit us online. Quick FactsBenefitsSolutionObjectivesSAP Solution Brief 7 / 7 ©2018SAPSEoranSAPaffiliatecompany.Allrightsreserved.
  8. 8. © 2018 SAP SE or an SAP affiliate company. All rights reserved. No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP SE or an SAP affiliate company. The information contained herein may be changed without prior notice. Some software products marketed by SAP SE and its distributors contain proprietary software components of other software vendors. National product specifications may vary. These materials are provided by SAP SE or an SAP affiliate company for informational purposes only, without representation or warranty of any kind, and SAP or its affiliated companies shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP or SAP affiliate company products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty. In particular, SAP SE or its affiliated companies have no obligation to pursue any course of business outlined in this document or any related presentation, or to develop or release any functionality mentioned therein. This document, or any related presentation, and SAP SE’s or its affiliated companies’ strategy and possible future developments, products, and/or platforms, directions, and functionality are all subject to change and may be changed by SAP SE or its affiliated companies at any time for any reason without notice. The information in this document is not a commitment, promise, or legal obligation to deliver any material, code, or functionality. All forward-looking statements are subject to various risks and uncertainties that could cause actual results to differ materially from expectations. Readers are cautioned not to place undue reliance on these forward-looking statements, and they should not be relied upon in making purchasing decisions. SAP and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP SE (or an SAP affiliate company) in Germany and other countries. All other product and service names mentioned are the trademarks of their respective companies. See www.sap.com/corporate-en/legal/copyright/index.epx for additional trademark information and notices. www.sap.com/contactsap Studio SAP | 24344enUS (18/02)

×