## 13.13.4.2.2.3.2  Deletion of Personal Data
## Blocking and Archiving
Note the following with regard to blocking and archiving in Policy Management (FS-PM):
- The archiving function is used for the blocking of data. Archiving and blocking of business objects takes place at the same time (= end of residence time). Each archiving object corresponds to an ILM object.
- Archived data can only be displayed in the Inquiry business process and cannot be changed. Archived data is protected by authorization check and only available in read-only mode for authorized users.
- For performance reasons, you can define different residence periods for different data groups (cash flow documents, inactive contract versions, fund orders, etc).
- Since insurance contracts often have a long contract duration, SAP recommends keeping the updated (newest) contract data in the operational system, while archiving out-dated object data. The last contract version can only be archived when the contract status is Inactive and the residence time for this version is outdated.
- You can define rules determining residence periods and ILM configurations in Customizing for SAP Insurance under Policy Management General Settings Archiving or Data Protection .
## Data Deletion
Note the following with regard to data deletion in FS-PM:
- Data deletion is managed on the basis of ILM objects in the ILM system.
- FS-PM provides preconfigured retention rules defined in ILM for FS-PM ILM objects.
- Archived data belonging to a contract is deleted with the contract when the retention period of the contract is over.
- Data groups that do not belong to a contract have their own retention-date determination rules.
## Information transfer to SAP NetWeaver Business Warehouse (SAP NetWeaver BW)
When an object is archived (and deleted) in a back-end system, the standard behavior is that SAP NetWeaver Business Warehouse (SAP NetWeaver BW) is informed that the object can also be deleted there. FS-PM deviates from this standard behavior, however, in that certain objects, such as a life insurance policy, may need to be archived but not deleted. In the case of a life insurance policy with a term of 30 years, for example, it may be necessary for the versions of the first 20 years to be deleted, whereas the versions of the last ten years are still required. For this reason, FS-PM has created four implementations in the BAdI BADI\_IRM\_NOTIFICATION that ensure that only those objects are reported to SAP NetWeaver BW that are actually deleted in FS-PM.
The following implementations are provided with the BAdI BADI\_IRM\_NOTIFICATION :
- BADI\_IRM\_NOTIFICATION\_PM0\_ABD
- BADI\_IRM\_NOTIFICATION\_PM0\_ABG
- BADI\_IRM\_NOTIFICATION\_PM0\_ABO
- BADI\_IRM\_NOTIFICATION\_PM0\_ABP
## End of Purpose (EoP) Check
For detailed information about the EoP check in Policy Management, search for Business Partner End of Purpose (EoP) - Checks in Policy Management for Insurance in the documentation of SAP S/4HANA.
## ILM Notifications for Personal Data in Connected Systems
When personal data is archived, blocked, or deleted in Policy Management (FS-PM), it must be ensured that the systems connected to FS-PM also handle the replicated data in accordance with data protection requirements. The usual process at SAP is that the archiving, blocking, and deletion of personal data is started from the central SAP Business Partner system. Depending on the result of the end of purpose check, the personal data can then be archived, blocked, or deleted in the other systems.
A system connected to FS-PM must therefore ensure that the replicated personal data is also archived, blocked, or deleted in one of the following ways:
- Via its own data protection mechanism
- Via the ILM Notification Framework
ILM notifications are used in the ILM Notification Framework to log the archiving, blocking, and deletion of personal data in the form of data records.
You can use ILM notifications to log the archiving, blocking, and deletion, and the connected systems can extract these data records via the ILM Notification Framework.
In Policy Management, ILM notifications are created for the following ILM objects:
- PM0\_ABP\_CONTRACT (contract)
- PM0\_ABO (insured object)
- PM0\_ABD (coinsurance)
- PM0\_ABG (master policy)
Some specific insurance systems connected to FS-PM, such as Claims Management in SAP S/4HANA (FS-CM) or Collections and Disbursements (FS-CD), have their own ILM objects for the ILM notifications. As a result, no further activities are required for FS-CM and FS-CD since these systems get the required information themselves from the ILM Notification Framework.
However, other systems connected to FS-PM that do not have their own data protection mechanism and their own ILM objects need to retrieve the data records from the ILM Notification Framework.
## Further Notes
- Deletion of Personal Data During Fund-Relevant Benefit Processing (Cleaning of Table /PM0/ABDUPPCMPS ) If you also create provisional non-cash flow documents of the Fund Shares category during fund-relevant benefit processing, you must ensure the following:
- These non-cash flow documents are reversed in your process
- The entries for personal data are deleted in the associated input tables, such as /PM0/ABDUPPCMPS ( Contains Person to Indicate as Deceased )
The deletion of data that is no longer required is guaranteed in the standard integration with Claims Management. However, if you have customer-specific implementations, you must ensure that this data is deleted. The function modules /PM0/ALT\_CM\_CANCEL\_ORDERS and /PM0/ABY\_DELETE\_DISPO\_DATA are provided for this purpose.