Success factor: detailed data analysis
Implementing a GDPR-compliant blocking and deletion logic first required a comprehensive understanding of the existing data landscape. Given the significant data volumes involved, it was essential to analyze precisely which data was processed within the SAP systems, identify which datasets contained personal information, and determine the applicable legal retention periods.
Vattenfall had already completed an initial data inventory and established a preliminary data clustering model. Together with Natuvion, this model was further refined, and the data was categorized into clearly defined groups. Based on this foundation, concrete blocking and deletion retention periods could then be established.
To identify additional relevant data within customer-specific system enhancements, a comprehensive system scan was conducted using the DCS Analyze tool. This enabled the identification of deviations from the SAP standard as well as personal data embedded in custom developments, ensuring that these elements were fully integrated into the future ILM logic.
Tailored ILM configuration for secure data management
Based on the analysis results, Natuvion and Vattenfall jointly developed a detailed concept for the technical implementation of blocking and deletion processes within SAP Information Lifecycle Management. The implementation followed Natuvion’s proven EPIC methodology and was structured into several project phases.
As part of the project, various business partner status models were defined, including active customer, inactive customer, prospect, and marketing contact. These statuses were then linked to the previously defined blocking and deletion rules. Wherever necessary, the SAP ILM standard was enhanced to address Vattenfall’s specific system and business requirements.
Before productive data blocking and deletion processes were initiated, extensive testing cycles were carried out to ensure the reliability of the new processes and to prevent any disruption to ongoing business operations. The first project phase focused on blocking relevant master data within the productive environment, already establishing a high level of data protection compliance.
Enabling independent ILM operations
Following the successful implementation of the ILM solution, all customer data for which the processing purpose had expired was blocked within Vattenfall’s SAP systems and is now being systematically deleted in stages. The deletion process follows a structured sequence: dependent documents are removed first, followed by contracts, and finally the associated customer master data. This ensures the complete removal of personal information from the systems.
Beyond ensuring GDPR compliance, the approach also delivers significant operational benefits. The continuous deletion of obsolete data substantially reduces the size of productive databases and improves overall system efficiency.
At the same time, the project specifically enabled Vattenfall to independently manage ongoing ILM operations. Continuous knowledge transfer throughout the project ensured that internal teams were fully prepared to operate and maintain the processes autonomously in the future. Natuvion continues to provide advisory support through an ongoing coaching model.
.gif)
/Vattenfall_SuccessStory_Logos_911x140.svg)