Removing personal data for an employee

Employees can raise requests to the company to remove any personal information available in the database. After the legal retention period for preserving the data records is passed, you can manually delete some records from the application and run the Data Anonymization by Employee form to anonymize personal data about the employee.

For example, the person's name and address are replaced by X's in the database. Date fields that contain personal data, such as a birth date, are set to a null value. The key fields in each database table, such as the vendor or customer number, are not X-ed out. To prevent validation errors, on the Customers and Prospects forms, the country is not X-ed out, and the tax code, if originally set to an external tax code, is cleared.

These changes cannot be reversed after the form is run for anonymize action.

To use the Data Anonymization by Employee form for removing employee data:

Select Open > Data Anonymization by Employee .

Note: The default values that are previously saved must be displayed when the form is accessed.
Select the employee number to process the anonymize action.
Click Anonymize.
The Defaults section on the form populates these details of the selected employee after backend validation:
- Department
- Shift
- Emp Type
- SF Indirect Task
- Work Group
- Facility
The fields such as Birth date, Hire Date and Termination Date available in the Defaults section are optional.

The application initiates the anonymization process for the employee data.

Note:
- The application removes all the records from the ft_message_address table if the fields Employee User Name or Login Employee Number match the employee that is set to anonymize.
- The application removes all the records from the ic_label_print_dtl table if the field Employee Number matches the employee that is set to anonymize.
- The application removes all the employee-related information from the ft_audit_log and ft_audit_log_archive tables.
Click Save Defaults.

The application saves the changes made to the Default section.

Note: If you change any of the Defaults on the form and click Anonymize prior to saving the Defaults, the values on the form are used for data removal process.