SAP® ILM for GDPR-compliant data archiving


Since 2018, a uniform regulation for the protection of personal data has applied throughout the European Union: the EU General Data Protection Regulation. Companies in particular have had to deal intensively with this subject and still must if they haven’t already. This especially affects companies whose focus is on digitised business processes.


Information lifecycle management – always GDPR-compliant

Do you use EASY Archive in combination with an SAP ERP system – and are therefore required to archive in compliance with the GDPR? Then your search is at an end. EASY SOFTWARE has the right interface between EASY Archive and the leading SAP ERP system: EASY WebDAV for ILM. Do you want to know how EASY WebDAV for SAP ILM works?

Much, if not most, of the data in numerous places in SAP has a personal reference or can occasionally be related to a person. Master data such as the central business partner, the customer, the supplier and employees generally contain identifying characteristics, such as name, address and phone number. Therefore, the data and documents in SAP are subject to the requirements of the Data Protection Regulation (GDPR).

As a result, the customer must implement technical measures that meet the requirements of deleting and / or blocking such personal data. These technical and organizational measures (TOM) specifically include the implementation of SAP Information Lifecycle Management – in short: SAP ILM.

With the creation of a comprehensive blocking and deletion concept, the definition of a valid lifecycle management of data and documents and the use of SAP ILM, the company receives the ability to meet the requirements for the mandatory implementation of the GDPR. By doing so, fines for specific violations of data protection are permanently avoided, and financial risks are minimized.

Furthermore, the company obtains an effective lifecycle management of its data and can thus meet the requirements of digitization much more robustly.

EASY WebDAV for ILM the bidirectional interface between SAP and EASY Archive

Ideally, your SAP system already supports SAP ILM. You can find further requirements for the smooth operation of EASY WebDAV for ILM in the following overview.

What are the requirements for EASY WebDAV for ILM?

Information Management Lifecycle - the ILM pyramid
  1. A configured SAP ILM system
  2. EASY for SAP
  3. EASY Archive
  4. EASY WebDAV for ILM as an extension module for EASY for SAP

SAP ILM – a detailed look at Information Lifecycle Management

All personal data have a lifecycle. SAP Net Weaver ILM (SAP NetWeaver Information Lifecycle Management) adds the ability to manage the lifecycle more productively and to control archived data and documents based on rules to the standard SAP delivery. SAP NetWeaver ILM uses expanded data archiving functions specific to SAP ILM.

How it works: the mechanics of SAP ILM, EASY WebDAV for ILM and EASY Archive

With the use of EASY WebDAV for ILM as an extension to SAP ILM, you gain the ability to conform with all comprehensive requirements for the mandatory implementation of the GDPR. EASY WebDAV for ILM particularly meets the requirement for providing ILM-capable storage for archive data and archive documents. The following diagram illustrates the interaction of SAP ILM, EASY WebDAV for ILM and EASY Archive.

SAP ILM, WebDAV for ILM and EASY Archive

What does EASY WebDAV for ILM do for the information lifecycle management in EASY Archive?

EASY Archive and ILM functions

EASY WebDAV for SAP ILM includes the ILM-capable document archive storage via an EASY WebDAV server and meets all the requirements of SAP for ILM-capable storage:

  • Definition and management of retention policies
  • Storage and retention of information in file systems
  • Simplified blocking and deletion of data and documents (as a subfunction of the information retention management scenario (IRM) of SAP ILM)
  • Elimination of data or documents from the archive or a database
  • Establishment of extraordinary retention periods, including the support of preservation of evidence procedures

Cost-optimized data archiving before switching to S/4HANA

Plan your transfer cost effectively

Moving to the new S/4HANA system requires enormous resources. Everything needs to be well planned: A detailed roadmap and a clear migration path requires several man-hours. After all your efforts, you will achieve a successful transition to the new S/4HANA system. S/4 is high performing because it resides in an in-memory DB. This is where the difficulty lies. S/4HANA will certainly perform better than any other SAP system has before. But this is exactly where SAP keeps silent: What costs will you have to deal with? One thing is clear, with the migration to S/4HANA, you can expect a gigabyte-based volume license. Every gigabyte in the HANA-DB costs money. At this point, a well-thought-out strategy can significantly reduce costs.

Data Cleansing

Determine data records that are to be archived from your SAP production system.

Data Archiving

Archive the determined data records in an audit-proof archive.

Reduce costs

Save cash with your archiving strategy when moving to S/4HANA.

Frequently asked questions about EASY WebDAV for ILM

Is there a way to take already archived documents into account in the ILM concept?

Yes, this must be defined in the project workshop.

Can documents that were archived before using the Easy WebDAV interface be deleted?

Yes, ILM rules must be defined in the project.

Are EASY WebDAV for SAP ILM and Archive Link different products?

Yes, they are.

We have licensed EASY for SAP. Are additional licenses required for EASY WebDAV SAP for ILM?

Yes, EASY WebDAV for SAP ILM must be licensed additionally.

What solutions are there to ensure that existing archives can also be taken into account?

These solutions are addressed in the SAP-ILM course. You are also welcome to discuss possible solutions with the EASY consultants in a workshop at your location.

Does EASY also offer options for archiving data from non-SAP systems in a GDPR-compliant manner?

Yes, of course. Please ask your EASY partner about this topic. There is also a whitepaper available on the EASY page.


Discover useful whitepapers, webinar recordings, guides and checklists on SAP ILM.

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