## 13.9.2.2.4  Deletion of Personal Data
## Use
Transportation Management (TM) might process data (personal data) that is subject to the data protection laws applicable in specific countries as described in SAP Note 1825544 .
For more information see also the specific notes for TM:
- 2149395 - Deletion and Blocking of cBP in TM
- 2149396 - Simplified Data Deletion based on SAP ILM in TM
- 2941705 - Information Retrieval Framework (IRF) Enablement in TM for SAP S/4HANA
The SAP Information Lifecycle Management (ILM) component supports the entire software lifecycle including the storage, retention, blocking, and deletion of data. TM uses SAP ILM to support the deletion of personal data as described in the following sections.
SAP delivers an end of purpose check for business partners and locations in TM using a two-step approach:
1. The system fills a new data base table with the Start of Retention Time (SoRT) information per business partner or location business object and application rule variant as soon as a 'completed' document is saved.
2. The system uses the EoP check to decide whether a business partner or location can be blocked. During the EoP check, the system determines the SoRT information relevant for that business partner or location from the database table containing the SoRT information. The SoRT information is required to determine the relevant ILM policies and to calculate the correct end-of-purpose time depending on the defined ILM policies.
For more information, see http:/ /help.sap.com/s4hana under Product Assistance Enterprise Business Applications Supply Chain Data Management in Supply Chain Logistics Execution (LE) Data Management in Transportation Management Blocking and Deletion of Personal Data in TM End-of-Purpose Framework .
SAP delivers a where-used check (WUC) for business partners and locations in TM including master data objects such as transportation charge rates, transportation charge scales, locations, and resources.
TM registers an EoP check in the Customizing settings for the blocking and deletion of business partners and locations and in addition provides a WUC for business partners and locations. For information about the Customizing of blocking and deletion for TM, see below, Configuration: Simplified Blocking and Deletion.
## Features
## End of Purpose (EoP) Check
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 personal data of a blocked business partner or location.
- Change: It is not possible to change a completed business document that contains a blocked business partner or location.
- Create: It is not possible to create a business document using a blocked business partner or location. As soon as a blocked business partner or location is entered, the system raises a suitable error message.
- 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: The system does not display blocked data in the result list of search helps. The same is true for technical queries based on the business object for business partner /SCMTMS/BUPA and the business object for locations (/SCMTMS/LOCATION ).
It is possible to display blocked data if a user has special authorization ( SAP\_CA\_BP\_DP\_ADMIN ). However, it is still not possible to create, change, copy, or perform follow-up activities on blocked data.
## Relevant Application Objects and Available EoP functionality
| Application   | Implemented solution (EoP or WUC)                                     | Further information                                                                                                                                                                                                                                                                                                                                                                                                                              |
|---------------|-----------------------------------------------------------------------|--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|
| TM            | End of Purpose Check (EoP) EoP Function Module: /SCMTMS/DPP_EOP_CHECK | The End of Purpose check (EoP) for business partners includes the follow- ing business objects: • /SCMTMS/BUS_SHARE • /SCMTMS/CUSTFREIGHTINVREQ • /SCMTMS/FREIGHTAGREEEMENT • /SCMTMS/SUPPFREIGHTINVREQ • /SCMTMS/TOR • /SCMTMS/TRQ • /SCMTMS/TAL • /SCMTMS/WAYBILLNO The End of Purpose check (EoP) for lo- cations includes the following business objects • /SCMTMS/CUSTFREIGHTINVREQ • /SCMTMS/SUPPFREIGHTINVREQ • /SCMTMS/TOR • /SCMTMS/TRQ |
| Application   | Implemented solution (EoP or WUC)   | Further information                                                                                                                                                                                                                                                                           |
|---------------|-------------------------------------|-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|
| TM            | Where-Used-Check (WUC)              | In addition to the business objects han- dled in the EoP Check, the Where-Used Check (WUC) for business partners in- cludes also master data objects such as: • Transportation Charge Calculation Sheets • Transportation Charge Rates • Transportation Charge Scales • Locations • Resources |
## 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 central business partner (ILM object: CA\_BUPA ) or location . (ILM object SCMB\_LOC ).
- Run transaction IRMPOL and maintain the required retention policies for the ILM objects of TM.
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 or locations have reached end of purpose and can be blocked, you do the following, if you have the necessary authorization:
- Run transaction BUPA\_PRE\_EOP to execute the end of purpose check function for the central business partner.
- Run transaction /SCMB/LOC\_PRE\_EOP to execute the end of purpose check function for the location.
4. To unblock blocked business partner or location data, you do the following, if you have the necessary authorization:
- Request unblocking of blocked business partner data by using the transaction BUP\_REQ\_UNBLK .
- You can unblock the requested data by running the transaction BUPA\_PRE\_EOP .
- For unblocking location data you can run the transaction /SCMB/LOC\_UNBLOCK\_MD .
5. You delete data by using the transaction ILM\_DESTRUCTION for the ILM objects of TM.
## Configuration: Simplified Blocking and Deletion
You configure the settings related to the blocking and deletion of 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 in Customizing for.
- Business Partner Cross-Application Components under Data Protection Blocking and Unblocking Partner
- Location
Business
Transportation Management Master Data Transportation Network Location Location Master Deletion
- Define the Customizing settings for TM. For more information, see http:/ /help.sap.com/s4hana under Product Assistance Enterprise Business Applications Supply Chain Data Management in Supply Chain Logistics Execution (LE) Data Management in Transportation Management Blocking and Deletion of Personal Data in TM Customizing Settings for Data Protection and Privacy .