Changing the retention period
You can define the period for which terminated accounts or persons who have left the company are kept in the system.
This is defined in the settings for internal/external accounts or settings for internal/external employees.
The retention period cannot be changed for privileged accounts.
The default setting is 30 days.
Notice
There are legal regulations for the retention of data. First check whether and in which cases these apply to your company.
Accounts must not be kept for longer than the associated employee.
After the retention period has expired, the data relating to the object concerned will be deleted as follows:
terminated account | The account is deleted from the Active Directory. |
departed person | All data, processes and accounts relating to the departed person are deleted. If this is not possible in individual cases, e.g. for reasons of data consistency, the data objects concerned are anonymized in KYDSO. |
Click on the action in the Change menu.
If this is not displayed in the menu, click on and select the action there.
The asset list opens. For performance reasons, this is empty the first time it is opened after starting KYDSO.
Click on .
Click on at the desired settings.
The current settings are displayed in the Information section.
Click on .
The wizard for the selected action starts and guides you through the process.
After you have triggered the change, KYDSO first checks whether the chosen retention period fulfills the respective rule:
Retention period for | Rule |
|---|---|
Internal accounts / External accounts | The retention period of the account type must not be higher than the retention period of the corresponding person group (internal employees or external employees). |
Internal employees / External employees | The retention period of a person group may not be shorter than the retention period of the associated account types (internal accounts or external accounts as well as privileged accounts) . |
If the rule is fulfilled, the desired retention period is used for the selected account type or the selected person group.
Otherwise, the New retention period (days) for the order is automatically corrected to the maximum possible value for the account type or the minimum possible value for a person group and a corresponding note is displayed on the order.