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Is your legacy SAP data holding you back from innovation?

In the past decade, new data privacy legislation has come into effect in many countries around the world, including the General Data Protection Regulation (GDPR), which is at the forefront of protecting the personal data of all European citizens. Each law is distinct, and contains its own intricacies; however, most focus on individual privacy rights, accountability and an individual’s sovereignty, rather than on the data storage location.

This legislation means that holding on to unnecessary Personally Identifiable Information (PII) too long has actually become a legal risk. Also, with the move to SAP® Cloud ERP, moving masses of data into this environment can be very costly. Unnecessary data could be keeping your business from maximising innovation.

Remove unnecessary data to comply with global data privacy legislation

Compliance with global data privacy laws requires a multi-faceted approach. EPI-USE Labs offers solutions to address the Right to Access, Right to Removal, and data retention compliance.  With our Mass Data Removal Service, we'll work with you to delete data you no are longer required or need to hold, or that could be a legal risk. By leveraging our proprietary PRISM data carve-out technologies,  we are able to offer automated and precise data selection and removal. 

We'll help you with the exact definitions of the data that should be removed in the clean-up, and how to select those records. We have an in-depth understanding about where data is stored in SAP and the affected data types, and can guide you through choices and processes to meet requirements.

Why should you remove data from SAP?

For most organizations, a data retention policy used to be a minimum period of retention by the technical teams; however, data privacy legislation requires data to be proactively removed when you no longer have legal grounds for storing this data.

Employee data
Business to consumer data
Business purchase data
Business transformations
Employee data

Can you keep historical employee records?

Historical employee data may be needed in most cases, but what if that part of the business was divested? Are you permitted to keep previous employee records in the system? Even if there was an argument for the employee record, what about more personal parts of the data?

An initial Mass Data Removal Service could take the form of one policy to clear a small amount of highly personal data (such as family information or bank account numbers), which is applied to anyone who left more than a year ago; and then a second policy for anyone who left the organization over seven years ago, which removes much more data (such as sickness absence information, performance reviews and pay details).

Business to consumer data

How much business to consumer data can you keep?

In this area, it's much more difficult to define legal grounds for keeping the data. There may be thousands of customers, business partners and addresses that have not traded with the organization for more than five years.

Rather than archiving all their transactions and then the master data, we can provide a Mass Data Removal Service to remove identifiers from the master data and any references on transactions, which mean that person is no longer visible in the system. Alternatively, it may be desirable to remove credit card information and likely security question answers much sooner from former consumer records.

Business purchase data

Can you justify the business purchase data you keep?

Every business needs to purchase supplies and services to run effectively; but over time, these relationships change, meaning you purchase from alternate sources, or change business plans and can no longer legally justify holding the details from previous suppliers or vendors.
 
With our Mass Data Removal Service, we can remove identifiers from the master data and any references on transactions, which mean that the details are no longer visible in the system. Alternatively, it may be desirable to remove financial information or other confidential information from supplier records.

Business transformations

Have you cleaned up all your data after business transformations?

Organizational change programs and transformations, including mergers and acquisitions (M&A), divestitures and splits, business consolidations, re-organizations and restructuring mean you have to revisit which of your data is no longer required.

IT systems should mirror the business, but if you have data left in your systems after a business change, this can be a major liability, as you no longer have legal reason to have the data. Performing a surgical carve-out and deletion using our Mass Data Removal Service will reduce risk and protect your organization.

Get your data in order before you move to SAP S/4HANA

Moving to SAP S/4HANA is a large project, no matter which approach you are adopting. By including data minimization in your project goals, you'll avoid converting data that you don't require, and that can hold your project back.

What if don't want to delete the data? Consider EPI-USE Labs' data archiving solution, Archive Central, to store data you need for legal purposes – but no longer require in your live system.

We enjoy working with EPI-USE Labs as they are responsive to our requests. They have brought us invaluable guidance. EPI-USE Labs has excellent knowledge and experience, which has been of great benefit to us.

Jon Pike, SAP Support Manager, Avon and Somerset Constabulary

I found it really helpful that they (EPI-USE Labs) are pre-empting my problems; it's really good to work with a supplier that understands the new legislation and is already there with a product which enables me to ask the question - can the system do that? The answer so far has always been ‘yes, we have a solution for that to be GDPR compliant.’ To me this helps massively, there is a huge amount of legislation the business needs to get their heads around. So to partner with a company like EPI-USE Labs has been very useful.

Senior GDPR & HR Data Consultant, UK Car Manufacturer

Being a utilities company, security is key. We work with a lot of clients, so securing our system and being able to archive and forget part of our data was very important for us. EPI-USE Labs has helped enormously with these needs.

Ronan Menou, SAP Solution Architect, ENGIE
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Need broader help for data privacy compliance in SAP systems? 

Our Data Privacy Suite for SAP solutions helps you tackle compliance with GDPR and other global data privacy legislation in SAP systems. And our SAP data privacy assessment service can help you to understand, identify and map your Personally Identifiable Information (PII).

The many and varied IT systems mean that a 'one-size-fits-all' approach isn’t possible, so let us share our expertise and experience to help you stay ahead of the game. EPI-USE Labs has spent over forty years in the SAP data space creating and developing advanced software solutions, and can offer guidance and share expertise on data privacy legislation for SAP.

Contact us for an initial discussion on your requirements and how we can tailor our Mass Data Removal Service to help you remove your legal risks and comply with data privacy legislation.

Want to know more?

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Need some initial guidance? Book a session with one of our data privacy consultants to get started. 

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Book your SAP data privacy assessment workshop

Minimize risks of exposing your sensitive data with our SAP data privacy assessment service. 

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See the Data Privacy Suite for SAP in action

Removing PII that falls outside the retention period will help you stay compliant. 

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Safeguard your data privacy compliance with SAP data deletion