05. Other ways to delete/retain data in OCS
1 people found this article helpful
Retaining data
There is also another way to set the system up for retaining data. In Basic data | Company | Company
The "Years deleting payroll data" will prevent deletion of data in approved payrolls until the deletion limit is reached, for example:
- hours transferred to payroll
- Transferred amounts from travel expense reports
- A-melding
- Miscellaneous tables
The "Years deleting exposure data" are used for the functionality that allows storing information about employees that is exposed to toxic substances in OCS Self Service and Crew On Board (COB). The functionality requires a separate licence.
The following privileges are necessary to set these values:
- Updates limit (years) for deleting payroll data
- Updates limit (years) for deleting exposure data
The following privileges are necessary to delete data before the end of retention time:
- Delete payroll data ref. limit (years)
- Delete exposure data ref. limit (years)
Deleting data
Select a person in the Person view. Open menu Actions | Recorded information
This is the already existing method of data deletion in OCS, and can beneficially be used as a supplement to the GDPR Management template functionality. The system presents a list of stored data about this person. If you want to delete data, tick the corresponding box "Delete" and press "Remove selected information" in the Action menu.
The relationship between the different methods of retaining/deleting data in OCS
If setting a retainment period on data both in the GDPR Management Template and in the Company view, the highest value "wins". If GDPR Management Template is set to 10 years, and the Company view is set to 11 years, the data will be protected for 11 years.
The deletion can be done from both functionalities and can supplement each other.
