Removing data from TRIRIGA People records

You can use the Data Erasure Utility to remove personal information (PI) and sensitive personal information (SPI) from an IBM® TRIRIGA® People record.

About this task

When you use the Data Erasure Utility to remove data from a TRIRIGA People record, the My Profile record for the user is deleted and the user is no longer able to log in to TRIRIGA. The user’s TRIRIGA People record status is set to Retired and the personal information in the People record is removed or replaced. Removing a user’s data from the People record does not remove his or her personal information from anywhere else in the TRIRIGA system; to find and remove any other occurrences of the user’s personal information, use the global search and replace function.

Procedure

  1. Go to Tools > System Setup > System > Data Erasure Utility to open the tool.
  2. Click Add to create a new Data Erasure Utility record.
  3. On the General tab, enter basic information for the record and click Create Draft.
    Tip: After you complete the removal of data for this record, you can delete this record. Therefore, you may use PI and SPI in the ID, Name, and Description fields.
  4. On the People tab, use a name filter to locate and open the records that require removal of PI and SPI.
  5. With each record open, click the Print action to show the information to be removed. Save the data that is displayed in PDF format to optionally confirm with the person who has requested that their information be removed. Close the records.
  6. After you have confirmed that the information to be removed is correct, select the records in the tool and click Remove People Data.
    This action removes the data from the database and records.
    Warning: After the data is removed, the My Profile records associated to the People records are deleted and the users can no longer log in to TRIRIGA.
    Tip: People records that were in Active User, Active, or Revision In Progress status before the data is removed are in Retired status after the data is removed and the personal information is removed or replaced. The last name is replaced with the People record ID and the first name is replaced with DEU.
  7. Click Close to exit the record.
  8. Optionally, select the record and click Delete. All Data Erasure Utility records remain in the TRIRIGA system until you select the records from the list that appears when you open the tool and then click the Delete action. Remember that if you have used any personal information in the Name or Description fields, this information remains in the TRIRIGA system until the Data Erasure Utility record has also been deleted.