2540427 - Recruiting Marketing Data Retention Management

SAP Knowledge Base Article - Public

2540427 - Recruiting Marketing Data Retention Management

Symptom

Data is being purged after X number of days

Environment

RMK Production

Reproducing the Issue

n/a

Cause

How To identify if the Data Retention days for a particular RMK site

Resolution

Plesae note:

Enabling the DRM feature could result in purging Talent Community members' data from the system--effectively making the Talent Community, for recruiting marketing purposes, smaller



DRM stands for Data Retention Management and is a way of managing or purging personally identifiable information (PII) for a site's Talent Community.

The data retention management enabled in Command Center is only valid for RMK user data. For customer's using an Rx solution with SSO enabled, personally identifiable information is removed on the RCM side, unless the Talent Community member has not completed the RCM account creation step.

Data Retention Management (DRM) supports the practice of purging old or disused data from the system. For RMK the Talent Community Members (users or public-site users or candidates) may not have been active for an extended period of time. Certain regional authorities are also regulating the amount of time that RMK Remove PII can be retained for certain classes of users.

So for RMK the DRM feature allows sites to define a retention threshold for inactive users. Once this threshold is exceed with no activity on the user's account then the user's PII should be scrubbed from the system.

DRM and PII removal requests are handled separately, although the two processes have the same result. For example, if a candidate elects to remove their own PII or requests that their PII be removed

then their user record is processed under DRM rules, the user's already anonymized data is skipped over. PII requests are always sent, regardless of the DRM configuration.

Activity on a user's account is defined for DRM as:

  • The user logging into the site (note that some sites allow cookie-based permanent login).
  • The user's record is modified (users.lastmodified date is changed.)
  • The user's job apply start (xrefUserToJobs.created)

To configure Data Retention Management, navigate to Command Center > Site Menu > Site DRM.  To enable DRM, check the box next to "Enabled" and enter a data retention threshold in box next to "Threshold Days."

The number of days entered in the "Threshold Days" box cannot be smaller than 180 or larger than 9,999. This number designates the age of a record eligible for DRM. For example, if the threshold is set to 180 days, a user record becomes available for deletion on day 181 of inactivity.

Note that information is not removed entirely because the data provides valuable historical data for use in analytical analysis for the customer/site.

Data Retention.png

Keywords

Data Retention in Recruiting Marketing

Data Purge in Recruiting Marketing

Data Retention Management

Threshold Days

DRM , KBA , LOD-SF-RMK-ADM , Administration, Settings, Permissions , How To

Product

SAP SuccessFactors Recruiting 1708