PROMOS workflow anonymisation

To protect sensitive data within your downstream processes, PROMOS provides you with a helpful tool for SAP^® in the form of workflow anonymisation. Using a separate tile, all data protection-relevant process fields, process systems and long texts as well as notes for a process can be anonymised or made unrecognisable according to previously defined rules.

Workflow anonymisation in two steps

First, a preparatory measure must be taken to identify which process is to be anonymised and when. For example, a process may belong to a specific business partner. In this case, the process is anonymised as soon as this has also been done for the business partner. It is also possible to specify that anonymisation should take place after a defined time period following completion of the process. Accordingly, processes can be differentiated as follows in terms of their reference to the business partner:

1. Processes without a direct or indirect link to the business partner: This includes all processes that have no direct link to an SAP^® business partner but still contain personal data. These are anonymised after a defined retention period.

2. Processes with a direct link to the business partner: These are processes that have been created for or linked directly to a business partner. As soon as this business partner has been anonymised, the associated processes must also be anonymised.

3. Processes with an indirect reference to the business partner: There are also processes that have been created for or linked to a rental agreement. In this case, the linked processes are only anonymised once all business partners of the rental contract have been anonymised.

After identification by filling in an allocation table, the final anonymisation or removal of the personal data contained in the process takes place in a second step.

• Results log: A well-arranged log summarises all important information on the success of the anonymisation. Users receive information on whether a workflow was deleted, whether all technical checks were successful or whether anonymisation could not be carried out because a retention period has not yet been reached, for example because there are still open items for the contract.
  
• Data protection solution package: PROMOS workflow anonymisation is just one of numerous tools from the PROMOS data protection portfolio for implementing preventive measures to avoid costly data protection breaches and negative effects on a company’s reputation.