Growing data volumes and increasing compliance risks
Over the years, Carlsberg’s HCM systems had continuously grown without regular reviews or cleansing of the stored data. The result: large amounts of personal data remained in the systems even though the original business purpose for processing that data no longer existed. This not only created significant data privacy risks but also increased the financial exposure associated with potential GDPR violations and regulatory penalties.
In addition, the complexity of the data landscape made the implementation of appropriate deletion processes particularly challenging. Different data categories, legal retention requirements, and individual conditions – such as employee-specific entry dates – had to be taken into account. To address these challenges, a structured analysis of the existing data landscape was required in order to prioritize the most critical datasets and define a clear deletion strategy.
Customized SAP ILM implementation with an agile project approach
Based on a risk-weighted data analysis, Natuvion and Carlsberg jointly developed a tailored SAP ILM solution for the company’s HCM systems. The first step involved categorizing and prioritizing the relevant data sets in order to design targeted deletion programs. The standard SAP ILM framework was then enhanced with custom developments to address Carlsberg’s specific requirements.
This included the definition of custom deletion objects, the implementation of dedicated governance rules, and the consideration of complex legal and regulatory requirements. The project was executed using an agile delivery model, initially rolled out in the United Kingdom and subsequently implemented in Poland.
Throughout the project, Natuvion supported the business departments during testing activities, coordinated all relevant stakeholders, and ensured the correct functionality of the deletion processes through continuous validation. At the same time, operational teams were trained to ensure a smooth transition into long-term productive operations.
Leaner databases, faster processes, and full data privacy compliance
Through the successful implementation of SAP ILM, Carlsberg achieved full data privacy compliance within its HCM systems. Millions of personal data records whose processing purpose had expired were securely deleted. As a result, both data privacy risks and potential financial liabilities were significantly reduced.
In addition, the data cleansing initiative resulted in leaner databases, positively impacting system performance and process efficiency. The introduction of regular deletion routines also ensures that data volumes remain under control in the long term and that the systems can continue to operate in compliance with GDPR requirements.
Beyond the technical improvements, Carlsberg also achieved measurable business benefits, including reduced storage requirements and lower operating costs. At the same time, the optimized data foundation now provides an ideal basis for future system modernization initiatives, such as migration to SAP HANA.
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