You can now schedule de-identification (aka Anonymization) of records based on your business requirements. This tool uses an existing De-identification mapping and a where clause to determine what records to be de-identified. Managing this information may be useful for Article 5 of GDPR. 

Note– Now Data Retention supports De-identification up to Nth level object records from CC version 3.0.3 and onwards.

Prerequisites – 

1. You should have the “CC full access” permission set assigned.

2. At least one mapping should be there for data anonymization.

3. Lightning record page should be assigned to the your profile.
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Lightning Record Page Assignment

Cloud Compliance provides different Lightning Record Pages. To use the Data Retention, you can assign a Lightning Record Page for Data Retention and assign it to the appropriate user’s profile.

To assign the Lightning Record Pages you can follow the below steps

  1. Navigate->Object Manager and search for PrivSec Request Object, click on the ‘PrivSec Request’.
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Click on the ‘Lightning Record Pages’ as shown below

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  1. Now you will see different Record Pages that you can assign. In this case, click on ‘PrivSec Request Record Page – Retention’
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Click on the View button

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  1. Then you will be redirected to the Lightning App Builder page.
    Click on the Activation button.
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  1. Here you can click on the ‘APP, RECORD TYPE, AND PROFILE’ tab to select the application, record type, and profile for the selected Record Page
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Click on the ‘Assign to Apps, Record Types, and Profiles’ button as shown below.

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  1. You will see different applications. Select the appropriate application to which you want to assign the Lightning Record Page.

Here select the checkbox at the ‘Cloud Compliance’ application and click on the ‘Next’ button 

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Click on the ‘Next’ button

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  1. Select the appropriate Record Type from the dropdown.

Here you need to select the ‘Retention’ as shown below and click on the ‘Next’ button

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  1. You can select the multiple profiles as per your business requirement, here we consider the System Administrator profile and then click on the ‘Next’ button
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  1. Review assignments to check all the details are correct or not and then click on ‘Save’
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Click on the back arrow to get back to the Object Manager.

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Now Lightning Record Page has been assigned for the Data Retention.

Solution Steps – 

To create a Data Retention Rule you needs to go to the Implement tab.

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  • Click on the “Add” button to navigate to the Data Retention Wizard.
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  • This will open the Welcome wizard page of Data Retention.
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  • Click on the “Next” button.

Here you will see some fields that need to be filled, the significance of each field is given below.

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  • Select Object – In the “Select Object” field, select the object for which you want to perform data retention.
  • Where Clause – The “Where Clause” field filters the records for de-identification dynamically and also on the basis of cross object values. 
  • Process After(Days) -This will trigger the Retention/RTBF process on the mentioned day. If the user keeps it blank then 0 days will be considered, so that Processing Date will be considered as today’s date on PrivSec Request Record.
  •  Delete After(Days) – This will trigger Deletion Batch to delete all the records which are De-identified. If blank, then no deletion date will be considered on the PrivSec Request record and the records will remain in the org even after the De-identification process.
  • Purge After(Days) –  This will trigger Purge Records Batch to delete all the Associated Records corresponding to De-identified records. If you keep this field blank then no purge date will be considered on the PrivSec Request record and the associated records will remain in the org even after the De-identification process is completed.
  • Record Limit– This will divide the PrivSec Request record as per the Record Limit mentioned. For eg if the record Limit = 20. As per the Retention Rule, qualified Contacts are = 100. Then 5 PrivSec Request records will be created to avoid Record Locking issues.
  • Description– In the “Description” field, you can add any description related to the process, this is an optional field.
  • Batch Size– This decides how many records will be processed in a single batch. For Example, If Batch Size is 2000, then 2000 records will be processed in a single batch.                                                             
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If you put the criteria as ‘Ready_for_Retention__c = true’  in the ‘Where Clause’ as shown in the above image, the retention batch will fetch only those records whose ‘Ready for Retention’ checkbox on the “Account” object record is ‘checked’ and will process records accordingly.

If the Account object has some child objects and you need to de-identify the records of child objects too, then the user can add that object into the ‘RTBF/De-identification mapping’.So it will pick and process the records as per the De-identification Mapping structure.

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  • Click on the Next button to navigate to Step 2.
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  • In “De-identification Mapping” select the mapping of the choice. This mapping is defined under the RTBF/ De-identification section of the Implement Tab.
  • In “Schedule”, you can schedule a Data Retention process either as daily, weekly, or monthly.
  • In the “Time” frame you can provide the time at which the process can be scheduled for execution.
  • In the “Notification” field specify the email address where the notification mail will be sent regarding the process status.
  • Click on the “Save” button.
  • Sample Data Retention mapping will be as follows –
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  • You can see the list of scheduled Data Retention processes.
  • Click on the drop-down button if you want to “Edit”, “Change Owner”, or “Delete” the process that has been defined.
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  • To run the batch on the same instance Click on the “Data Retention Name” field which will redirect you to the detail page of specific Data Retention mapping. Here you will find the “Run Now” button. When you click on ‘Run Now’ Button of the specific data retention record the retention process will be initiated irrespective of scheduling time 
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  • In the same instance of the detail page, you can see the “Update Record” button which is used to edit the Data Retention Name, Description, and Notification Email fields for Data retention Process.
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