Deleting personal information and position history

In order to comply with both GDPR and the follow-up requirements, personal information can be anonymised in orders and records, instead of being completely deleted. The idea of the feature is to delete old information from certain fields on a regular basis, but it is also possible to run one-off clean-ups.

Active clean-ups run in conjunction with the daily clean-up, which is set in the system settings (a time in the Aeg igapäevaste ülesannete jaoks field).

The fields that are cleared apply to all orders and entries in the registries (e.g.the Telefon 1 field for all employees). It is not possible to delete specific information, such as “phone numbers starting with 123”, or the phone numbers of specific employees. In this case, use the relevant registry or order check.

Step 1: Define the information to be cleared

Click on Seaded > Puhas (maski) teave. The Registry/orders and Field columns show the fields in Opter that can be cleared.

Select the checkbox in the Aktiivne column of the fields to be cleared.

Then indicate how old the data should be for it to be cleared from the Puhas teave, mis on vanem kui (päeva) column. The fields that have not been edited for the number of days specified will be replaced by the replacement word.

Step 2: Specify what to replace the information with

Enter what the information is to be replaced with in the Asendussõna column. Only fields that already contain information are changed to whatever is specified as a replacement word. Empty fields in registries and orders remain empty even after the clean-up.

The Asendussõna column can be left empty, in which case the information in the field is deleted without being replaced by any other text. If something is then entered in the column and the clean-up is run again, the empty fields that were just cleared are not replaced with the new replacement word, as empty fields are not affected by this function.

Step 3: Clear the information regularly or just once

Clear information regularly

Click on Salvesta ja sulge. The clean-up takes place in conjunction with the other regular tasks performed once a day. However, only those entries in the registries/orders that are older than the number of days specified in step 1 are cleared.

The time of day at which daily tasks are run can be seen in the Seaded > Süsteemisätted > Aeg igapäevaste ülesannete jaoks field.

Clear information just once

To only clear the information once, and not regularly, click on Salvestage ja käivitage puhastus. Check that the information has been cleared. Then deselect the Aktiivne checkboxes for all fields and click on Salvesta ja sulge. Otherwise, the fields are cleared again the next time the daily tasks are run.

See also