From collecting data to controlling it: GDPR as a catalyst for change
After GDPR (General Data Protection Regulation) had been introduced, companies have been given a complete new legal framework for handling personal data. Life in IT before GDPR was relatively straight forward when collecting and keeping data in systems for decades was common routine. These days are over. As soon as the original purpose for storing person-related data is no longer valid, that data must be deleted from the IT systems.
At swb, the situation was no different, and to take action the energy supplier decided to implement SAP Information Lifecycle Management (ILM) in its impacted SAP systems. Without any meaningful touchpoints with the solution in the past and lacking internal resources to take on that task, swb reached out to Natuvion.
End-to-end implementation: from analysis to go-live
The project began with a comprehensive analysis of the current state. Using the DCS Analyze software, Natuvion scanned swb’s entire SAP IS-U system and classified the data into relevant categories. Retention and deletion rules were then assigned to each category, forming the basis for the ILM configuration, the so-called blocking and deletion matrix.
In addition to the data analysis-related topics, swb used the pre-project phase to get all project members involved and aligned, address concerns, and confirm that business-relevant data is still not subject to deletion.
Following the completion of the analysis, the technical implementation began, based on Natuvion’s proven EPIC approach. In total, 62 ILM objects were configured to ensure compliant data archiving and deletion.
Once all data had been successfully mapped to the respective ILM objects, the testing phase began. Individual tests were carried out across three different test systems to validate the functionality of each ILM object individually. This was followed by interval testing to verify dependencies between ILM objects. The process concluded with comprehensive mass testing, simulating the interaction of all ILM objects under realistic conditions. These tests not only ensured the technical correctness of deletion processes but also verified that all business processes within the SAP IS-U system continued to run smoothly after archiving. Any necessary adjustments—such as resolving missing document completion indicators—were implemented iteratively.
After successfully completing all test phases, Natuvion also executed the productive archiving run on behalf of swb.
Compliance that lasts
The result: Natuvion deleted more than 3.7 billion table entries from 260 main tables and numerous secondary tables, reducing the size of the SAP production database size by 20% or 2.5 TB.
swb’s productive SAP IS-U system is now compliant with articles 17 and 18 of the GDPR, significantly streamlined in terms of data volume, and equipped with an ILM setup that has proven effective for ongoing operations.
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