Delete and anonymize user data in PPM

PPM saves personal data in the PPM database, PPM log files, and the process data itself, there are several ways to delete or anonymize this data.

For details on deleting or anonymizing user data, see the How to delete and anonymize personal data chapter in the PPM Operation Guide:

To comply with the GDPR, you must delete personal data of individuals who are no longer employed after a defined period of time. Since personal data may be present in the PPM database, PPM log files, and the process data itself, there are several ways to delete or anonymize this data.

PPM database

Deleting a user from UMC will not automatically delete the user in PPM. You must delete the user also in PPM. To do this, go to the PPM Administration –> User Privileges section, select the user, and delete it. This will automatically delete the user also in the PPM database and all his related assignments (process access rights, favorites etc.).

PPM log files

For some actions, PPM tracks the user ID (user name) and IP address of the executor. This data is used to analyze and fix potential problems that occur during the system operation.

The tracked user data is stored in client-specific as well as system-specific log files. You must delete the corresponding log files to remove the relevant personal user data.

For a detailed description of the system messages and PPM log files, see PPM Operation Guide > chapter PPM system messages.

Warning

If you delete the log files, all logged data is lost and cannot be restored.

Process data

You can disguise personal data embedded in process data to import into PPM. PPM provides functionality for encoding special attributes and fields that contain personal data to be extracted from the source system. The data is not visible in plain text in PPM afterwards. You can revert this pseudonymization by providing the correct encryption key in the PPM UI. The procedure is accessible only to PPM system administrators.

Note that after importing the process data and external data into PPM, you can no longer change the included personal data. You must configure pseudonymization before importing.