## 13.4.5.2  Deletion of Personal Data
The Quality Management application might process data (personal 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 Quality Management application 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 Quality Management application.
## 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 the Process Flow.
Relevant Application Objects and Available Deletion Functionality
| Application Object   | Detailed Description                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                | Provided Deletion Functionality   |
|----------------------|-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|-----------------------------------|
| Inspection Lot       | The EOP check considers partners (customers or suppliers): • that are stored directly in the in- spection lot (table QALS) • that are available in the worklist of the transfer table for subsystems (QIWL) • that are assigned to a multiple specification (QAOBJMS) Each inspection lot is checked if the customer or supplier is still relevant. If a customer or supplier is used in several objects, he is relevant as long as only one object is not completed. An object is completed if • an inspection lot is canceled • an inspection lot has status All inspections completed , an usage decision was made and stock post- ings are completed if the inspec- tion lot is stock-relevant. The following data is relevant for calcu- lating the retention rules and residence rules (taking the latest date): • Last change date You can start report QM_CVP_EOP_SORT_ARC_CONTROL to select all data that has already been archived (background job due to per- formance). | Archiving objectQM_CONTROL        |
| Application Object   | Detailed Description                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                      | Provided Deletion Functionality   |
|----------------------|---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|-----------------------------------|
| Sample Records       | Partners are assigned to the drawing of material samples. Material samples are only considered if there are not part of an order, an inspection lot or a notification since these material samples are considered as seperate business operations and are checked during the EoP check for the corresponding object (e.g. notifica- tion). Only 'independent' material sam- ples are checked. The assigned partners are no longer rel- evant, if the material sample is marked for deletion or marked as no longer ex- istent. Then the latest change date is taken as basis for the calculation of the retention and residence rules. You can start report QM_CVP_EOP_SORT_ARC_SAMPLE to select all data that has already been ar- chived (backround job due to perform- | Archiving object QM_SAMPLE        |
| Quality Notification | Suppliers and customers are relevant. The end of business is reached when the quality notification has status Completed . You can start report RQARCQMSto se- lect all data that has already been ar- chived.                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             | Archiving objectQM_QMEL           |
| Application Object                | Detailed Description                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                 | Provided Deletion Functionality   |
|-----------------------------------|----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|-----------------------------------|
| Quality Certificate               | Only suppliers are relevant. Suppliers are entered directly in the certificate. A certificate is completed if it has one of the following statuses: • Certificate filed and inspected • Certificate receipt canceled If you want to send or receive the quality data of a certificate using EDI, and the inspection characteristics to be sent have different descriptions in the supplier and the customer sys- tem you can set up a partner-specific identification and assignment of the respective characteristics (characteris- tic mapping). The communication part- ners are defined by Partner Type and Partner Number. For the deletion of the partner-spe- cific settings and characteristic map- pings you have to run deletion report RDEL_PARTNER_CHAR. | Archiving object QM_CERT          |
| Failure Mode and Effects Analysis | Only business partners on header level are checked. Business partners entered for actions are not checked. It is checked that the FMEA has status Completed , To Be Archived , or Archived . You can start report PLM_FMEA_EOP_AUD_ARC_EXTRACT to select all data that has already been archived.                                                                                                                                                                                                                                                                                                                                                                                                                                                                    | Archiving objectQM_FMEA           |
| Audit Plans/Audits                | It is checked that the Audit has status Completed , To Be Archived , or Archived . Only audits are taken into account in the check, but not audit plans or ques- tion lists. You can start report PLM_AU- DIT_EOP_AUD_ARC_EXTRACT to se- lect all data that has already been ar- chived.                                                                                                                                                                                                                                                                                                                                                                                                                                                                             | Archiving object PLM_AUD          |
| Application Object                  | Detailed Description                                                                                                                | Provided Deletion Functionality   |
|-------------------------------------|-------------------------------------------------------------------------------------------------------------------------------------|-----------------------------------|
| Quality Info Records in Procurement | The system checks the residence times that were entered under Quality Management Environment Central Functions Organize Archiving . | Archiving object QM_QINF          |
| Quality Info Records in Sales       | The system checks the residence times that were entered under Quality Management Environment Central Functions Organize Archiving . | Archiving objectQM_QVDM           |
Relevant Application Areas and Available EoP Functionality
| Application        | Implemented Solution   | Further Information                                                                                                                                        |
|--------------------|------------------------|------------------------------------------------------------------------------------------------------------------------------------------------------------|
| Quality Management | EoP check              | This includes the business in areas of: • Quality Planning (QM-PT) • Quality Inspection (QM-IM) • Quality Notification (QM-QN) • Audit Management (CA-AUD) |
## Process
1. Before archiving data, you must define residence times and retention periods.
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. You do the following:
1. Define residence times in QM Customizing under under Environment Central Functions
5. Archiving .
##  Note
Residence times defined in transaction IRMPOL are not considered for archiving.
2. Run transaction IRMPOL and maintain the required retention policies for the central business partner (ILM object: CA\_BUPA).
3. Run transaction BUPA\_PRE\_EOP to enable the end of purpose check function for the central business partner
4. Run transaction IRMPOL and maintain the required retention policies for the customer master and supplier master (ILM objects: FI\_ACCPAYB, FI\_ACCRECV; for ILM objects in QM see archiving objects above)
5. Run transaction CVP\_PRE\_EOP to enable the end of purpose check function for the customer master and supplier master.
4. Business users can request unblocking of blocked data by using the transaction BUP\_REQ\_UNBLK.
5. If you have the needed authorizations, you can unblock data by running the transaction BUPA\_PRE\_EOP and CVP\_UNBLOCK\_MD.
6. You delete data by using the transaction ILM\_DESTRUCTION for the ILM objects of Quality Management.