When GDPR came into effect, routines and workflows, as well as the handling of personal data in various systems, needed to be reviewed and adjusted.
Background
In the AM System, you, as the customer, own all data and have exclusive rights to access or process it. As the software developer, we do not influence how the data is used, stored, or managed.
We frequently receive inquiries from system owners and administrators regarding the appropriate actions to take when handling personal data for users who are leaving the organization. We understand that there are various regulations governing how companies must retain information about their employees. Additionally, it is essential to consider any legal requirements that may impact business operations.
Anonymization
The simplest way to Anonymize a user when needed is for the system administrator to change the user's name to something generic (for example, "Deleted User") before proceeding with the deletion process as outlined in the instructions. Please note that this will remove the traceability of the user's activities.
In general, we recommend that you only delete users who have left the organization. The user's name will still appear in various cases and documents as Creator, Approver, Recipient, or Responsible person until those documents or cases are modified and the information is deleted. For more information on how to delete (or deactivate) a user, please refer to the relevant section below.
In summary
If you delete a user, their name will still appear in the documents or cases associated with that user. This is necessary for traceability purposes.
⚠️ Important: If you wish to anonymize a user, this must be done BEFORE the user is deleted from the system.
We also recommend reviewing our general policies and our Privacy and Data Protection guidelines for more information.
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Last updated: 4 March, 2025