What Is Data Retention and How Is This Feature Enabled?

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What is Data Retention?

The Data Retention feature enables our customers to control how long SAP Concur stores their data based on who, when, and where criteria. By configuring this feature, our customers can address requirements to comply with data privacy regulations by removing data. This feature removes data by anonymizing or deleting the data.

NOTE:  Anonymization and deletion are employed for security and privacy purposes. In the context of data protection, anonymization removes direct and indirect personal identifiers that can identify an individual. Anonymization is not reversible.

How is the Data Retention Feature Enabled?

The Data Retention feature can only be activated by SAP Concur. 

To activate Data Retention for your site, please follow the steps below:

1. Read the Data Retention guide here (for Professional customers) or here (for Standard customers)
2. Familiarize yourself with the internal policy for data retention for your company
3. Work with both of your internal legal and IT teams to understand your company's data retention needs

4. Once you are ready to proceed, create a case with SAP Concur Support that includes confirmation of the items detailed above. 

   The Subject Line in the SAP Concur Support case should state as follows:  “Please Enable Data Retention Feature”

5. In the description of the SAP Concur Support case use the verbiage below that includes the confirmation required

"We would like to enable the Data Retention feature for our site.  Our company has:

• Read the Data Retention guide here (for Professional customers) or here (for Standard customers)
• Informed regarding the internal policy for data retention for our company
• Worked with both of our internal legal and IT teams to understand our company's data retention needs
• We've read the article, What is the impact of Data Retention when enabled?

We understand that:

• The Data Retention feature cannot be disabled once it has been enabled
• SAP Concur Support can only advise us on how the Data Retention feature works, not the how to manage the settings per your company's specific data retention requirements
• Data that is not retained cannot be recovered.”

Additional Information:

• SAP Concur cannot advise you on what settings to configure within Data Retention, only how to access the feature.
• Data Retention cannot be turned off once enabled.
• Data Retention deletes data forever and there is no way of recovering it. More information can be found in the article Is there a way to recover data that was purged by the Data Retention feature?
• To know about the impact of Data Retention is enabled, please refer to the following article: What is the impact of Data Retention when enabled? 

The SAP Concur Support team will go through a questionnaire to make sure that you (the customer) are fully prepared to turn on DR, in that they have internal policies that they have set after consulting their Legal, IT teams, etc.

Support will also brief you about the automatic opt-in to the 23-month filters for unassigned/unused transactions, available expenses, etc. Support makes sure that you are aware that data, once deleted is, gone forever.