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.

Personal 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 (Search > Ribbon > Search > Search logic > Search metadata). For this reason, you need a company-wide system for assigning these terms. This will help you find entries containing a person's personal data. You can also search all entries containing personal data – regardless of the individual.

End 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 retention period: Enter the date up to which the entry has to be retained. The entry cannot be deleted before the entered date.

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. In the Personal identifier field, enter the term you entered to the metadata. 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.

Steps

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 related, 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.

Result

The entries can no longer be seen in the repository.

Please note: The entries are not deleted permanently, just marked as deleted. This mark signals the administrator to remove the documents from ELO permanently.