SAP and the GDPR

Data protection is an important topic for every company, especially since the intro­duction of the General Data Protection Regulation (GDPR) in May 2018. The regulation governs the protection of personal data within the European Union and therefore also affects companies that use SAP. SAP is a leading provider of enter­prise software. The platform offers solutions for various business areas, including finance, human resources, logistics and more. Many companies rely on SAP systems to automate and optimize their business processes. But what about these systems’ compliance with GDPR requi­re­ments? Companies need to ensure that their data processing opera­tions comply with the regulation. This is where SAP comes into play. The platform offers various tools and functions to help companies comply with the GDPR. For example, Infor­mation Lifecycle Management (ILM) helps manage data lifecycles and delete or archive sensitive infor­mation in accordance with requi­re­ments. SAP’s autho­rization concept also enables companies to precisely define access rights to personal data.

Basics for the storage of personal data in SAP

Definition of personal data in SAP

Personal data is infor­mation that relates to an identified or identi­fiable natural person. This can be, for example, name, address, e‑mail address or telephone number. In SAP, this data is stored in various modules such as Human Resources, Financial Accounting or Sales.

How is personal data stored in SAP?

Personal data is recorded and stored in SAP systems as so-called master data. This master data includes all infor­mation about a person or an object that is required in the system. The data is entered either manually by a user or automa­ti­cally via inter­faces to other systems. The data is stored on the basis of tables and fields. Each table contains certain fields with the respective infor­mation about the person. The structure of the tables is standar­dized and is specified by SAP.

Personal infor­mation stored in SAP

Personal data of varying criti­cality is stored in SAP systems. This includes, for example, first name, last name, date of birth and gender, as well as contact data such as address, e‑mail address and telephone number. Depending on the module, further details such as salary infor­mation or customer infor­mation may also be required. In addition, legal requi­re­ments must also be taken into account when recording the data, such as the General Data Protection Regulation (DSGVO).This is primarily concerned with the protection of personal data and its processing.

Using the Retention Warehouse in SAP ILM for storing personal data in SAP

The Retention Warehouse is a module in SAP that has been specially developed for the long-term storage of data. This primarily involves data that must be retained for legal reasons, such as personnel files or invoices. The Retention Warehouse offers various functions to ensure compliance with legal requi­re­ments. For example, retention periods can be defined after which the data is automa­ti­cally deleted. In addition, access rights can also be restricted to ensure the protection of personal data. Overall, the storage of personal data in SAP is a complex issue that must take many aspects into account. Not only technical factors play a role, but also legal requi­re­ments and data protection regula­tions. Companies should therefore ensure that they always comply with all relevant rules and regula­tions when using SAP systems.

Imple­men­tation of EU-DSGVO requi­re­ments in SAP

Compliance with the EU General Data Protection Regulation (EU GDPR) is crucial for companies to ensure the protection of personal data and avoid breaches. SAP offers a range of solutions that can help companies implement the requi­re­ments of the EU GDPR.

Identi­fi­cation and classi­fi­cation of personal data

One of the most important requi­re­ments of the EU GDPR is the identi­fi­cation and classi­fi­cation of personal data. SAP solutions enable companies to quickly and easily identify and classify personal data within their systems. The solutions also enable sensitive infor­mation to be flagged and appro­priate security measures to be taken.

Access control to personal data

Another important aspect of imple­menting the EU GDPR requi­re­ments is controlling access to personal data. SAP solutions enable companies to ensure that only autho­rized persons can access this data. The solutions also make it possible to restrict or block access to certain areas.

Privacy policy monitoring

SAP solutions also offer data protection policy monitoring capabi­lities. Companies can use these solutions to ensure that they can check at any time whether their processes are in compliance with data protection policies. The solutions also make it possible to quickly identify breaches and take appro­priate action to ensure compliance.

Optimization of compliance efforts

By imple­menting SAP solutions to meet EU GDPR requi­re­ments, companies can optimize their compliance efforts and minimize risks. The solutions offer a compre­hensive range of functions that enable companies to quickly and easily identify, classify, and control personal data. They also enable companies to monitor access to this data and ensure that it is in compliance with data protection policies at all times. Overall, SAP offers a range of solutions that can help companies implement the requi­re­ments of the EU GDPR. With these solutions, companies can quickly and easily identify and classify personal data and control access to that data. In addition, SAP solutions enable companies to monitor compliance with data protection policies and ensure that they can respond quickly to breaches. By imple­menting these solutions, companies can optimize their compliance efforts and minimize risks.

Importance of Infor­mation Lifecycle Management (ILM) for GDPR Compliance in SAP

The General Data Protection Regulation (GDPR) is a European Union regulation that came into force on May 25, 2018 and regulates the protection of personal data. Companies that process personal data must ensure that they meet the requi­re­ments of the GDPR. In this context, Infor­mation Lifecycle Management (ILM) plays an important role in DSGVO compliance in SAP.

ILM enables the management and archiving of data in accordance with the requi­re­ments of the DSGVO

ILM is a concept for managing the lifecycle of infor­mation in an organization. It covers all aspects of infor­mation processing, including the capture, storage, use and deletion of data. Through ILM, companies can ensure that personal data is only used for its intended purpose and that it is archived in accordance with the requi­re­ments of the GDPR. Through ILM, companies can also ensure that personal data is kept only for as long as it is necessary. The GDPR stipu­lates that personal data must not be kept longer than necessary. Through ILM, companies can ensure that they comply with this regulation and delete data that is no longer required in a timely manner.

ILM helps identify and delete data that is no longer needed

An important aspect of the GDPR is the right to be forgotten. Indivi­duals have the right to have their personal data deleted if it is no longer needed or if the processing is unlawful. Companies need to ensure that they are able to comply with these requi­re­ments. ILM helps companies identify and delete data that is no longer needed. Through ILM, companies can determine which data is no longer needed and which needs to be deleted. This enables organiza­tions to respond quickly and effec­tively to requests to delete personal data.

Imple­men­tation of ILM in SAP minimizes data breach risks

Imple­menting ILM in SAP can help minimize the risks of data breaches and increase customer confi­dence in the company. Through ILM, companies can ensure that personal data is only used for its intended purpose and that it is archived in accordance with the requi­re­ments of the GDPR. In addition, imple­menting ILM can help ensure that employees are trained in the handling of personal data and that processes are estab­lished to comply with the GDPR. This helps to raise awareness of data protection throughout the company.

Imple­men­tation of a deletion concept in SAP for compliance with DSGVO regula­tions

Imple­menting a deletion concept in SAP is an important step towards meeting the requi­re­ments of the General Data Protection Regulation (GDPR). In this article, we will take a closer look at retention management in SAP and explain how companies can ensure that personal data is deleted in accordance with the regula­tions by setting up an automated deletion process.

What is Retention Management?

Retention management refers to the storage of data for a specific period of time. It is about ensuring that data is not kept longer than necessary and that it is properly deleted after the retention period has expired. Retention management is an important part of compliance management and helps companies comply with legal requi­re­ments. In SAP, retention management can be effec­tively imple­mented by setting up a deletion concept. The deletion concept should contain clear rules for the retention period of data and ensure that personal data is deleted after the retention period has expired.

Why is a deletion concept important?

A deletion concept is necessary to ensure that personal data is deleted in accordance with the regula­tions. The GDPR stipu­lates that personal data may only be retained for as long as is necessary for the purpose for which it was collected. Once the purpose has been fulfilled or the retention period has expired, the data must be deleted. A deletion policy helps organiza­tions ensure that personal data is not kept longer than necessary and that it is properly deleted once the retention period expires. By setting up an automated deletion process in SAP, companies can ensure that the deletion concept is imple­mented effec­tively and avoid potential fines.

Set up automated deletion processes in SAP

Automated deletion processes can be set up in SAP to effec­tively implement the deletion concept. Here are some steps that companies can follow:

  1. Define clear rules for the retention period of data.
  2. Create a list of all personal data in your system.
  3. Configure the automated deletion process in SAP.
  4. Thoroughly test the automated deletion process before imple­menting it.
  5. Regularly monitor the automated deletion process and adjust it if necessary.

By imple­menting an automated deletion process in SAP, companies can ensure that personal data is deleted in accordance with regula­tions. The automated deletion process can be confi­gured to run on a regular basis and automa­ti­cally delete personal data after the retention period has expired.

Ensure security and confi­den­tiality of personal data in SAP

SAP recognizes that the security and confi­den­tiality of personal data is critical to businesses. For this reason, SAP offers various security measures to ensure that personal data is protected.

Various security measures to protect personal data

SAP offers various measures to protect personal data. These measures include access controls and encryption. Access controls ensure that only autho­rized users can access the personal data. Encryption ensures that the trans­ferred or stored data is protected from unaut­ho­rized access. In addition, SAP supports companies in imple­menting the DSGVO requi­re­ments with special functions such as anony­mizing data. In this way, companies can ensure that they meet the requi­re­ments of the GDPR while at the same time being able to design their business processes effec­tively.

How SAP protects personal data in the e‑archive

SAP also offers various security measures for the electronic archiving of personal data. These include, for example, the option of setting up access controls and encrypting the data. In addition, companies can restrict access to the e‑archive to certain user groups to ensure that only autho­rized persons can access the data. In summary, SAP takes various measures to ensure the security and confi­den­tiality of personal data. Regular audits and certi­fi­ca­tions ensure that all data protection standards are met. Companies can therefore be sure that their personal data is in good hands when using SAP products.

 Conclusion: SAP ILM as a solution for DSGVO compliance.

SAP ist eine der führenden Anwen­dungen, wenn es um die Speicherung von perso­nen­be­zo­genen Daten geht. Mit dem Inkraft­treten der EU-DSGVO im Jahr 2018 wurden jedoch strenge Regulie­rungen einge­führt, die Unter­nehmen dazu verpflichten, den Schutz und die Verar­beitung dieser Daten zu gewähr­leisten. Um dies sicher­zu­stellen, bietet SAP Infor­mation Lifecycle Management (ILM) als Lösung an. Durch ILM können Unter­nehmen ihre Daten effektiv verwalten und dabei sicher­stellen, dass sie den Anfor­de­rungen der DSGVO entsprechen. Die Umsetzung der EU-DSGVO-Anfor­de­rungen in SAP erfordert ein gründ­liches Verständnis der Grund­lagen für die Speicherung perso­nen­be­zo­gener Daten in SAP sowie das Wissen über die Bedeutung von ILM für die DSGVO-Konfor­mität. Ein wichtiger Aspekt bei der Imple­men­tierung eines Lösch­kon­zepts in SAP zur Einhaltung der DSGVO-Regulie­rungen ist auch die Erstellung von Auftrags­ver­ar­bei­tungs­ver­trägen in SAP. Diese müssen sorgfältig erstellt werden, um sicher­zu­stellen, dass alle betei­ligten Parteien vollständig infor­miert sind und sich an alle Vorschriften halten. Es ist auch wichtig, Sicherheit und Vertrau­lichkeit der perso­nen­be­zo­genen Daten in SAP zu gewähr­leisten. Hierbei können verschiedene Maßnahmen ergriffen werden wie beispiels­weise Zugriffs­be­schrän­kungen oder Verschlüs­se­lungs­ver­fahren. Insgesamt bietet SAP ILM eine umfas­sende Lösung für die DSGVO-Konfor­mität in SAP. Unter­nehmen sollten jedoch sicher­stellen, dass sie alle Anfor­de­rungen gründlich verstehen und entspre­chende Maßnahmen ergreifen, um den Schutz perso­nen­be­zo­gener Daten zu gewähr­leisten. Wenn Sie Ihre Daten in SAP speichern und verwalten, ist es wichtig, dass Sie sich mit den Anfor­de­rungen der DSGVO vertraut machen und geeignete Maßnahmen ergreifen. Mit SAP ILM haben Sie eine Lösung an der Hand, die Ihnen dabei hilft, Ihre Daten sicher und konform zu verwalten.

Make sure your SAP systems comply with GDPR requi­re­ments! Cobicon offers specia­lized SAP consulting to capture, anonymize and delete personal data in your BW system so that you comply with all legal regula­tions.