Modules ? System ? Setup ? Personal data ? Classification
On this page, you can create personal data classifications and link them to the required entities, such as employees, contact people, and accounts. A personal data classification is set up to define an event, which indicates the circumstances when the personal data of your employees, contact people, and accounts are no longer needed, and can be anonymized from the system.
On this page, you can also edit existing classifications or delete them from the system.
To create or modify personal data classifications, function right 1029 — Personal data management is required. By default, users with the Personal data controller role have this function right.
Note:
The information in this document is applicable to product update 262 and higher. If you have versions lower than this, certain features explained here will not be applicable.
Keep in mind: All fields with the "!" icon are mandatory.
Keep in mind: When performing a search for documents, only documents with a security level lower than or equal to the security level of the person performing the search will be displayed.
Keep in mind: When performing a search for requests, only requests with a security level lower than or equal to the security level of the person performing the search will be displayed.
Click this to exit.
Click this to save the personal data classification.
Click this to save the personal data classification and create another personal data classification.
Note: This is available only if you are creating a personal data classification.
Click this delete the personal data classification.
Note: This is available only if you are modifying an existing personal data classification.
Click this to copy the details of this personal data classification to a new entry.
Click this recode the code of an existing personal data classification.
Type the code of the personal data classification. This information is unique and mandatory.
Type the description of the personal data classification. This is mandatory.
Select Active or Inactive to define the status of the personal data classification.
Conditions tab
Select Employee, Contact person, or Account to specify the category or entity to be linked to this classification.
Note: If you have master data and/or people selected under the Master data and Persons tabs respectively, changing the category will prompt a message that proceeding with the change will cause the selected master data and/or people to be removed from the list.
Select the type to separate the classifications according to the types available for the category. This is available only if you have selected Employee or Account at the Category field.
Select the check box to automatically link this classification to newly-created or modified entries of people or accounts that meet the conditions of this classification.
Select an event to indicate when the personal data of your employees, contact people, and accounts are no longer needed, and can be deleted from the system. You can select Inactive status or Contract terminated if Employee is selected at the Category field. Contract terminated is not available if Contact person or Account is selected at the Category field.
Type a number to specify the duration that the data will be retained after the event occurs.
Select Days, Months, or Years to indicate the time scale, which correlates with the number defined at the Expiry period after event field.
Master data tab
This tab allows you to select the master data to be anonymized when the event occurs after the defined period. The master data available for selection depends on the option selected at the Category field. All the selected master data for this classification will be displayed in this tab. Note that this is only applicable if you were to anonymize one person or more. The merging or deletion of a person action is not applicable.
Click this to select the master data to be anonymized. On the pop-up page displayed, select the master data, and then click Add. Click Close to exit the pop-up page.
Click this to remove the respective master data from the list so that they will not be anonymized.
Documents tab
This tab allows you to select the document types to indicate the documents to be deleted. When the event occurs after the defined period, the documents belonging to the document types and that are linked to the people or category defined will be deleted. All the selected document types for this classification will be displayed in this tab. Note that if you were to delete a person, all documents linked to the person will be deleted as well regardless of the selections made in this tab.
Click this to select the document types. On the pop-up page displayed, select the document types, and then click Add. Click Close to exit the pop-up page.
Click this to remove the respective document types from the list so that the documents belonging to these document types will not be deleted.
Requests tab
This tab allows you to select the request types to indicate the requests to be deleted. When the event occurs after the defined period, the requests belonging to the request types and that are linked to the people or category defined will be deleted. All the selected request types for this classification will be displayed in this tab. Note that if you were to delete a person, all requests linked to the person will be deleted as well regardless of the selections made in this tab.
Click this to select the request types. On the pop-up page displayed, select the request types, and then click Add. Click Close to exit the pop-up page.
Click this to remove the respective request types from the list so that the requests belonging to these request types will not be deleted.
Persons tab
This tab allows you to select the people to be linked to this classification. The people available for selection depends on the options selected at the Category and Type fields. All the selected people for this classification will be displayed in this tab.
Click this to select the people. On the pop-up page displayed, select the people, and then click Add. Click Close to exit the pop-up page.
Click this to remove the respective people from the list.