Personal data
Labeling personal data
The Options tab in the Metadata dialog box contains three fields that allow you to find entries with personal data and delete them in due time.
Metadata, personal dataPersonal data, metadataPersonal identifier: If the entry contains a personal identifier, enter a term indicating this here. This term is intended to help you find the entry using the metadata search. For this reason, you need a system for assigning these terms. This will help you find entries containing a user's personal data. You can also search all entries containing personal data – regardless of the individual.
Personal identifierEnd of deletion period: Enter the date on which the entry must be deleted at the latest. This date must come after the date you have entered to End of retention period.
End of deletion periodDeletion period, endEnd of retention period: Enter the date up to which the entry has to be retained. The entry cannot be deleted before the entered date.
End of retention periodRetention period, endInformation: Your administrator can set a retention period in the ELO Administration Console (Metadata forms and fields > Entry options > Lifetime). If an entry is filed with the corresponding metadata form, the field End of retention period is completed automatically.
Search entries with personal data
To find entries with personal data and delete them in due time, use the metadata search.
Available in: Search work area
Steps
1. On the ribbon, click Search > Search logic > Search metadata.
2. On the Options tab, enter the term you entered to the metadata in the Personal identifier field. If you want to search all entries with a personal identifier, enter * to the search field.
Delete entries with personal data
The purpose of marking entries with personal data is to be able to delete the corresponding entries in accordance with legal requirements. You can delete entries with personal data in the following ways:
- In the search
- With the Delete expired documents function
Method using the search
1. To delete entries with personal data, first perform a search. You can narrow down your search based on the End of deletion period or End of retention period fields.
2. In the search results, select the entries that have to be deleted. To select multiple entries, press the CTRL key and click all the entries you want to select. If you want to select all entries or all entries you want to select are in a row, press the SHIFT key then click the top-most and bottom-most entry you want to select.
3. Once you have marked the entry or entries in the search results, click Organize > Delete on the ribbon. Click Delete in ELO in the selection dialog box.
Result
The entries can no longer be seen in the Repository work area.
Warning: The entries are not deleted permanently, just marked as deleted. This mark signals the administrator to remove the documents from ELO permanently. You can find more information in the overview of functions under Show deleted entries and Delete permanently.
Method using the 'Delete expired documents' function
Please note: The function Delete expired documents not only deletes entries containing personal identifiers, but all entries whose retention period has passed.
1. On the ribbon, click Organize > System > Delete expired documents.
The Delete expired documents dialog box appears.
2. Specify whether you want to delete Documents only or Documents and folders with expired retention periods.
Result
The entries can no longer be seen in the Repository work area.
Warning: The entries are not deleted permanently, just marked as deleted. This mark signals the administrator to remove the documents from ELO permanently. You can find more information in the overview of functions under Show deleted entries and Delete permanently.