## 13.13.3.1.2.2  Deletion of Personal Data
The IS-OIL Downstream might process data that is subject to the data protection laws applicable in specific countries as described in SAP Note 1825544.
The SAP Information Lifecycle Management (ILM) component supports the entire software lifecycle including the storage, retention, blocking, and deletion of data. The IS-OIL Downstream uses SAP ILM to support the deletion of personal data as described in the following sections.
- SAP delivers an end of purpose check for the IS-OIL Downstream
- SAP delivers a where-used check (WUC) for the IS-OIL Downstream
All applications register either an end of purpose check (EoP) in the Customizing settings for the blocking and deletion of the customer and vendor master or a WUC. For information about the Customizing of blocking and deletion for IS-OIL Downstream application , see Configuration: Simplified Blocking and Deletion.
## End of Purpose Check (EoP)
An end of purpose check determines whether data is still relevant for business activities based on the retention period defined for the data. The retention period of data consists of the following phases.
- Phase one : The relevant data is actively used.
- Phase two : The relevant data is actively available in the system.
- Phase three : The relevant data needs to be retained for other reasons.
- For example, processing of data is no longer required for the primary business purpose, but to comply with legal rules for retention, the data must still be available. In phase three, the relevant data is blocked. Blocking of data prevents the business users of SAP applications from displaying and using data that may include personal data and is no longer relevant for business activities.
Blocking of data can impact system behavior in the following ways:
- Display : The system does not display blocked data.
- Change : It is not possible to change a business object that contains blocked data
- Create : It is not possible to create a business object that contains blocked data.
- Copy/Follow-Up : It is not possible to copy a business object or perform follow-up activities for a business object that contains blocked data.
- Search : It is not possible to search for blocked data or to search for a business object using blocked data in the search criteria.
It is possible to display blocked data if a user has special authorization; however, it is still not possible to create, change, copy, or perform follow-up activities on blocked data.
For information about the configuration settings required to enable this three-phase based end of purpose check, see Process Flow and Configuration: Simplified Blocking and Deletion.
IS-OIL Downstream provides the following functionality for the EoP check of the Vehicle/Driver/Transport Unit:
- The application searches for the following data with relation to vehicle:
- There are no open TD shipments where the vehicle is scheduled
- There are no open nominations
- Any shipment yet to be settled for shipment costing (VFKK- STBER)
- If any of the transportation units are linked to a Vehicle (in OIGVTU table) is not blocked for EoP
- Vehicle blocking checks if it is used in any Load ID which is not marked for deletion
- Vehicle cannot be blocked if any document having this vehicle in TSW details tab (OIJ\_EL\_CP\_LAYT-VEHICLE) is still not complete
- The application searches for the following data with relation to driver:
- There should be no open TD shipments where the driver is assigned
- Driver blocking checks if it is used in any Load ID which is not marked for deletion.
- The application searches for the following data with relation to transport unit:
- Vehicles linked to the transport unit has any open shipments
- Vehicles linked to the transport unit has any open nominations
- Vehicles linked to the transport unit has any shipment yet to be settled for shipment costing
## Integration with Other Solutions
In the majority of cases, different installed applications run interdependently as shown in following graphic.
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## Relevant Application Objects and Available Deletion Functionality
| Application          | Detailed Description                                                                                                                                                                                                                                                                                              | Provided Deletion Functionality   |
|----------------------|-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|-----------------------------------|
| IS-OIL Downstream    | The customer/vendor blocking report will check the consuming application to determine end of purpose of the cus- tomer/vendor.                                                                                                                                                                                    | ILM Enabled Archiving objects:    |
|                      |                                                                                                                                                                                                                                                                                                                   | OIG_DRIVER                        |
|                      |                                                                                                                                                                                                                                                                                                                   | OIG_VEHCLE                        |
|                      | In an IS-OIL system, in addition to the                                                                                                                                                                                                                                                                           | OIG_TPUNIT                        |
|                      | EOP checks performed by SD,MM ,FI application the checks for usage of the                                                                                                                                                                                                                                         | OIJ_NOMIN                         |
|                      | customer/vendor in IS-OIL Downstream                                                                                                                                                                                                                                                                              | OIJ_TICKET                        |
|                      | application has to be made.                                                                                                                                                                                                                                                                                       | IS_OIFSPBL                        |
|                      | The IS-OIL application has to regis-                                                                                                                                                                                                                                                                              | Data Destruction objects:         |
|                      | ter itself under the customer master data and vendor master data as con-                                                                                                                                                                                                                                          | OIJ_SCHED_DESTRUCTION             |
|                      | suming applications that need to be checked for EoP . EOP. Check logic in                                                                                                                                                                                                                                         | OIJ_PARTNER_DESTRUCTION           |
|                      | IS-OIL will be delivered in the class                                                                                                                                                                                                                                                                             | OIA_EXGDOCU_DESTRUCTION           |
|                      | CVP_OIL_EOP_CHECK.                                                                                                                                                                                                                                                                                                | OIL_TAS_TPI_DESTRUCTION           |
|                      | When destroying data from the data- base or archives, the links to GOSat- tachments are destroyed using central BAdI implementations. These links are determined using entries maintained in the ILM object-specific Customizing for BORobject type and BORkey de- termination. For more information, see 2935406 |                                   |
| DecoupledTSW TSW_ECC | The customer/vendor blocking report will check the consuming application                                                                                                                                                                                                                                          | ILM Enabled Archiving objects:    |
|                      | to determine end of purpose of the cus-                                                                                                                                                                                                                                                                           | OIG_VEHCLE                        |
|                      | tomer/vendor.                                                                                                                                                                                                                                                                                                     | OIG_TPUNIT                        |
|                      | In a Decoupled TSWscenario , the                                                                                                                                                                                                                                                                                  | OIJ_NOMIN                         |
|                      | checks for usage of customer/vendor in TSWapplication specific documents                                                                                                                                                                                                                                          | OIJ_TICKET                        |
|                      | like nomination is made.                                                                                                                                                                                                                                                                                          | IS_OIFSPBL                        |
|                      | The TSW_ECC application has to regis- ter itself under the customer master                                                                                                                                                                                                                                        | Data Destruction objects:         |
|                      | data and vendor master data as con- suming applications that need to be                                                                                                                                                                                                                                           | OIJ_SCHED_DESTRUCTION             |
|                      | checked for EoP . EOP Check logic in TSW_ECC will be delivered in the class CVP_TSW_ECC_CHECK .                                                                                                                                                                                                                   | OIJ_PARTNER_DESTRUCTION           |
Process Flow
1. Before archiving data, you must define residence time and retention periods in SAP Information Lifecycle Management ( ILM ).
- Run transaction IRMPOL and maintain the required residence and retention policies for the customer master and vendor master in SAP S/4HANA (ILM objects: FI\_ACCPAYB , FI\_ACCRECV , FI\_ACCKNVK ).
- Run transaction IRMPOL and maintain the required retention policies for the ILM objects of IS OIL Downstream , application or Decoupled TSW .
2. You choose whether data deletion is required for data stored in archive files or data stored in the database, also depending on the type of deletion functionality available
3. To determine which business partners have reached end of purpose and can be blocked, you do the following:
- Run transaction CVP\_PRE\_EOP to execute the end of purpose check function for the customer master and vendor master in SAP S/4HANA.
4. To unblock blocked business partner data, you do the following
- Request unblocking of blocked data by using the transaction BUP\_REQ\_UNBLK .
- If you have the needed authorization for unblocking business partner data, you can unblock the requested data by running the transaction CVP\_UNBLOCK\_MD for customer master data and vendor master data in SAP S/4HANA.
5. You delete data by using the transaction ILM\_DESTRUCTION for the ILM objects of IS OIL Downstream or Decoupled TSW.
## Configuration: Simplified Blocking and Deletion
You configure the settings related to the blocking and deletion of business partner master data in Customizing for Cross-Application Components under Data Protection .
- Define the settings for authorization management under Data Protection Authorization Management For more information, see the Customizing documentation.
- Define the settings for blocking under Data Protection Blocking and Unblocking Business Partner
IS-OIL Downstream provides the following reports for blocking Vehicle, Driver and Transport Unit:
· OIG\_BLOCK\_VEHICLE - Block Vehicle Master Data You can use this report to block IS-OIL vehicle master data that are no longer required for any business purpose. As it is still within the retention period, the data is blocked, but not, deleted. The blocked data is no longer available for any business transactions or business use and is no longer displayed in existing business objects. You can neither create nor edit new business objects or conduct follow-up activities on blocked data. The determination of whether data can be blocked is in accordance with the end of purpose (EoP) check.
When all applications confirm that there is either no business related to the data or that its original purpose is completed, the master data can be blocked. Once the vehicle master data is blocked, only users that have a role based on the following attributes can display blocked data:
- Authorization object O\_OIG\_VEH
- Activity 03, DISPLAY
- OIG\_BLOCK\_DRIVER - Block Driver Master Data You can use this report to block IS-OIL driver master data that are no longer required for any business
purpose. As it is still within the retention period, the data is blocked, but not, deleted. The blocked data is no longer available for any business transactions or business use and is no longer displayed in existing
business objects. You can neither create nor edit new business objects or conduct follow-up activities on blocked data.
The determination of whether data can be blocked is in accordance with the end of purpose (EoP) check. When all applications confirm that there is either no business related to the data or that its original purpose is completed, the master data can be blocked. Once the driver master data is blocked, only users that have a role based on the following attributes can display blocked data:
- Authorization object O\_OIG\_DRV
- Activity 03, DISPLAY
- OIG\_BLOCK\_TRANS\_UNIT - Block Transport Unit Master Data
You can use this report to block IS-OIL transport unit master data that are no longer required for any business purpose. As it is still within the retention period, the data is blocked, but not, deleted. The blocked data is no longer available for any business transactions or business use and is no longer displayed in existing business objects. You can neither create nor edit new business objects or conduct follow-up activities on blocked data.
The determination of whether data can be blocked is in accordance with the end of purpose (EoP) check. When all applications confirm that there is either no business related to the data or that its original purpose is completed, the master data can be blocked. Once the transport unit master data is blocked, only users that have a role based on the following attributes can display blocked data:
- Authorization object O\_OIG\_VTU
- Activity 03, DISPLAY