Collect
A Collect Administrator configures data protection settings at the target, target source, and table level.
The settings configured at the target level are set by default for any target sources and tables added to the target. The settings can then be updated at the target source and table level.
The most specific data protection settings are used, and the earliest Retention Expiration Date takes precedence. For example, if the retention date for a table is the first of the month and the retention date for the target is the fifteenth, data from the table is purged on the first. Data in the rest of the target is purged two weeks later. In the reverse case, where the target expires on the first of the month and the table is set to expire on the fifteenth, the specific table will still be purged with the rest of the tables in the target on the first.
Refer to Support Regulatory Compliance for general information.
To configure data protection for a target, target source, or table in Collect:
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Select Targets in the Navigation pane.
OR
Select Targets in the Navigation pane, then click the Sources icon.
OR
Select Targets in the Navigation pane, click the Sources icon, then click the Tables icon.
- Click Vertical View for a target, target source, or table.
- Click the Data Protection tab.
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Click Edit.
View the field descriptions for the Data Protection tab for Targets, Target Sources, or Tables
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Select the user or group responsible for processing personal data for the object from the Data Controller list box.
NOTE: Only those users or groups that have access to the target through a security role and security key display.
NOTE: The Collect Administrator must check the WORK FLOW SUMMARY check box for the target and Data Controller on the Workflow Summary User Settings page. The Data Controller is added to this page automatically. If the check box is not checked, the Data Controller will not receive a warning email that data is going to be purged.
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Select an option in the Data Classification list box.
NOTE: Options are:
• Personal — This object contains data that must be purged by a certain date. The Retention Expiration Date field must be completed for this object (e.g., Customer Addresses, Employee Records, Business Partner Tax IDs).
• Public — This object contains data that does not need to be purged (e.g., Units of Measure, Material Descriptions, Country Codes).
• Restricted — This data does not need to be purged, but is marked as restricted access (e.g., Company Chart of Accounts, Recipes, Work Orders).
• Custom data classifications also display in this list box.
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Select the date when the object’s data is deleted from a table(s) in the Retention Expiration Date field.
NOTE: Updates to this field are audited (if auditing has been enabled for the table(s) in System Administration). An e-signature is required.
- Enter your user ID and password.
- Enter the reason for update in the Comment field.
- Click Sign Record.
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Enter the reason for extracting the data.
NOTE: Any time the table is processed, the data should only be used for the reason identified in this field.
- Click Save.
