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.
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:
- Define clear rules for the retention period of data.
- Create a list of all personal data in your system.
- Configure the automated deletion process in SAP.
- Thoroughly test the automated deletion process before implementing it.
- 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.