Are you faced with the task of ensuring GDPR-compliant data deletion in the SAP ILM Store? With IBM FileNet Archive and our help, this can be done reliably!
The legal obligation to retain data and the European General Data Protection Regulation (GDPR), which has been in force since 2018, are like the chicken and the egg: which came first? And which takes precedence?
Legal retention obligations vs. GDPR
On the one hand, the legal requirements for document retention stipulate that documents must be stored in an audit-proof manner (i.e., protected against access, without changes, without deletions, etc.). On the other hand, the GDPR guidelines for the protection of personal data must be followed.
The sticking point: In some cases, GDPR regulations override retention requirements—and early deletion must be made possible. This is where archive systems struggle, as certain types of documents may be subject to retention logic (e.g., invoices must be retained for at least 10 years). This means that they cannot simply be deleted before the set period has expired.
The SAP ILM module is a good solution for this. ILM stands for Information Lifecycle Management—in other words, managing all types of information throughout its entire lifecycle. The module supports the archiving and deletion of database entries and documents depending on their set retention periods. SAP ILM solves the problem of controlled and targeted document deletion at the SAP level. In conjunction with IBM FileNet, this deletion can also be passed on to the archive, thus completing the process.
Why should I have data automatically deleted using SAP ILM?
We all remember when the new GDPR suddenly came into force in May 2018, complete with fines, right? According to Article 17(1) of the GDPR, personal data must be deleted immediately if, for example, the personal data is no longer necessary for the purposes for which it was collected or otherwise processed. That's right: there is an OBLIGATION to delete data! Failure to comply with this obligation can result in huge fines.
So, the answer to the question "Why should I use SAP ILM to automatically delete data?" is simple: it's the only way to comply with the law! SAP ILM enables your company to respond dynamically to legitimate deletion requests (e.g., from your customers). A nice side effect is that deleting data reduces the size of your SAP database and speeds up backups.
Is an SAP ILM module sufficient for this, or is there anything else I need to consider?
The SAP ILM module is a basic requirement for this automated deletion process. To ensure that not only the data in SAP is cleaned up, but also the data and documents within the archive, a certified ILM store is necessary. How can we help you with this? Here is a brief answer from our system integrator Maik Abbenhorn:
"With IBM FileNet, we integrate a BC-ILM 3.0-certified archive for your SAP ILM."
Maik Abbenhorn | Senior Consultant | Business Process Automation
Since SAP cannot communicate directly with IBM FileNet, IBM Content Collector for SAP is used via WebDAV. This enables communication with surrounding systems such as IBM FileNet Archive or IBM Tivoli Storage Manager. Please also take a look at our graphic illustration (see Figure 1).
Figure 1:How to enable communication between SAP and IBM | isr.de
The gray arrows represent the communication directions starting from the SAP system.
Let's get down to brass tacks: What are the advantages for me?
The purpose of the SAP ILM module is to reduce the load on SAP databases. Within a specified period (e.g., every quarter), the databases are searched for documents that can be deleted, and the corresponding deletion processes are initiated. For example, invoices that have exceeded the 10-year retention period according to § 14 b (1) sentence 1 UstG (German Value Added Tax Act) are identified. These are then deleted in accordance with the law.
The advantages of a BC-ILM 3.0-certified archive at a glance:
- GDPR-compliant data deletion is made possible
- Enforcing the deletion command down to the data or document level in the archive
This enables controlled and targeted deletion—even in large corporate databases.
Need help? We're happy to assist you.
Would you like to learn more about our project activities in this area? Then please feel free to contact us. We recently successfully integrated a BC-ILM 3.0-certified archive at an energy supplier.
Angelina Jordan
Account & Marketing Manager
Business Process Automation
angelina.jordan@isr.de
+49(0)151 422 06 942
