Data Retention Policy

The Data Retention Policy section of the master data configuration allows you to configure the following:

  • Data Retention Period: Determines how long objects must be kept.
    • When contracts and master agreements are closed, they expire after the retention period passes.
    • When users and vendors are deactivated, they expire after the retention period passes.
  • Object Deactivation: Configure the deactivation date for users and vendors.
    • These objects can be deleted from the application database after the configured Retention Period.
    • Once the system date passes the Deactivation Date, the deactivated users and vendors will no longer be selectable in master agreements and contracts.
  • Retention Exception Object: Configure the objects that will never expire. Note that this table takes precedence over both of the other tables.

For information about how these tables are used for data retention and deletion, see About Data Retention.

To configure data retention periods:

  1. Navigate to Application ConfigsData Retention Policy > Data Retention Period.
  2. To add a new data retention period, click Menu > Add.
  3. To edit an existing data retention period, click for the required row.
  4. Modify or define the fields as required.
    • Retained Object Type: Select the object for which you would like to create a retention period.
    • System: If required, the backend system can be selected for Vendor or Contract objects.
    • Company: If required, the Company Code can be selected for Vendor or Contract objects.
    • Retention Days: Enter how many days the object must be kept after the contract or master agreement is closed, or after the user or vendor is deactivated. The objects expire after retention period passes.
  5. Click Submit.

To configure object deactivation:

  1. Navigate to Application ConfigsData Retention Policy > Object Deactivation.
  2. To add a new object deactivation, click Menu > Add.
  3. To edit an existing object deactivation, click for the required row.
  4. Modify or define the fields as required.
    • Object Type: Select User or Vendor.
    • Deactivation Object: Enter at least 3 characters of the name or ID of the user or vendor, and select one of the matching results displayed. Note that for vendors, the system to which it belongs is also displayed in the results.
    • Description: This field is automatically populated for the selected user or vendor.
    • Deactivation Date: Enter the date from which the user or vendor should no longer be used (i.e., when it will no longer be available on the contract and MLA Partners page). The object will expire after the user or vendor retention period configured in the Data Retention Period table.
  5. Click Submit.

To configure retention exception object:

  1. Navigate to Application ConfigsData Retention Policy > Retention Exception Object.
  2. To add a new retention exception object, click Menu > Add.
  3. To edit an existing retention exception object, click for the required row.
  4. Modify or define the fields as required.
    • Exception Object Type: Select the object for which you are creating an exception (i.e., this object will never expire).
    • Object: Enter at least 3 characters of the name or ID of the object, and select one of the matching results displayed.
    • Description: This field is automatically populated.
  5. Click Submit.

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