Use this tool to schedule de-identification (aka Anonymization) of records based on your business requirements. This tool uses an existing De-identification mapping and a formula field to determine what records to be de-identify. Managing this information may be useful for Article 5 of GDPR.

Prerequisites – 

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

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

Data Retention – Batch size configuration

  • Click on the ‘Configure’ button on the Installed Packages page.
  • After clicking on the ‘Configure’ button, a new window will open showing the four options in the tab. Select De-identification Tab -> Data Retention section.
  • The user needs to enter the batch size for the data retention process and he needs to click on the ‘Save’ button.
  • The value of Batch size will decide the number of records processed in each batch of Data Retention.
  • Before setting up this Data Retention process, create three custom fields on the object of interest which the user is going to use in “Data Retention” functionality. 

The three custom fields are as follows –

  1. The Retention Status which is Text Area(255).
  2. The Retention Error which is Long Text Area(32768)
  3. Formula Field which is the actual criteria based on which records will be automatically de-identified.(In this example take a checkbox field with the name “Ready for De-identification”)
  • Now users can click on the “Add” button to navigate to Data Retention Wizard. This will open the Welcome wizard page of data retention.
  • Click on the “Next” button.
  • In the “Select Instance” option select the ’Production’ as for an instance. 
  • In the “Select Object” field, select the object for which the user wants to perform data retention.
  • The “Where Clause” field allows users to filter the records for de-identification dynamically and also on the basis of cross object values.                                                                     

When User puts the criteria as ‘Ready_for_De_identification__c = true’  in the ‘Where Clause’ as shown in the above image, the retention batch will fetch only those records whose ‘Ready for De-identification’ checkbox on “Account” object record is ‘checked’ and will process records accordingly.
E.g. for cross object values – Suppose there is a custom object called ‘Transaction’ who is a child object of ‘Account’ and use case is that, if Account record is de-identified then its associated child should get de-identify. In this case, the user can use cross object values Account.Retention_Status__c = ‘PROCESSED’ to process child records.

  • In the “Status Field” select the custom “Retention Status” field, it will store the status of processing as ‘PROCESSED’ or ‘ERROR’.
  • In the “Error Field” select the “ Retention Error” field, it will store the error message in detail in case of process failure.
  • In the “Description” field user can add any description related to the process, this is an optional field.
  • Click on the Next button to navigate to Step 2.
  • In “De-identification Mapping” select the mapping of the choice. This mapping is defined under the RTBF/ De-identification section of Implement Tab.
  • In “Schedule”, users can schedule a Data Retention process either as daily, weekly, or monthly.
  • In “Time” frame users 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 –
  • Users can see the list of scheduled Data Retention processes.
  • Click on the drop-down button if the user wants to “Edit”, “Change Owner”, or “Delete” the process that has been defined.
  • If a user wants to run the batch that has been defined in Data retention, Click on the “Data Retention Name” field which will redirect the user to the detail page of specific Data Retention mapping where the user will find the “Run Now” button.
  • In the same instance of the detail page, the user 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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