Employee Information Deletion Task

System administrators use the employee information deletion task to permanently delete information related to former employees' employment at the organization (as might be required by law in EMEA and other regions).

The Person Model

The following "objects" are associated with a person:

• User Account – to access the system with granted permissions.

• Candidate Account – to apply for jobs through the career section.

• Profile – to store the common profile. Employee and candidate share the same profile.

• Employee – to store employee-related data.

When candidates are hired, a user account and an employee associated with their profile are created:

• As an employee, the profile is maintained through Performance talent profile.

• As a candidate, the profile is maintained through Recruiting and the career section.

Employee Information Deletion Strategy

Employee information deletion task permanently deletes employee-specific data only. The candidate account and common profile are unaffected. This enables a person to be rehired in the future by the organization. The person can remain in current pools and succession plans. The candidate account can eventually be deleted through a distinct task if Recruiting is available in the system.

Deleted	Not Deleted
Employee Specific Data Employee Metrics Pictures Job History Matrix Management Remaining Tasks Compensation History Goal Plans, Goals, Tasks (aligned goals will be unlinked) Performance Reviews & Review History Career Plans Development Plans Received Feedbacks Sent Feedback Requests	Other Performance Data Business Goals Projects Sent Feedbacks History of actions taken by the employee Profile and Candidate Data General Profile (Education, Experience, Certifications, Preferences, etc) Job Submissions Offers Talent Pools & Succession Plans Remains as member (now as an external candidate) User Specific Data Remains in the system but inactive

Employee Information Deletion Rules

Employee-related information can be permanently deleted provided all of the following conditions are met:

• The Employee Status of the user account is Former Employee (this is typically achieved by deleting the user account (status: Deleted)).

• The employee must not be the owner manager of positions. A transfer of ownership is required prior to deletion.

• The employee must not be the owner of talent pools. A transfer of ownership is required prior to deletion.

Employee Information Deletion Process

Employee information deletion is a four step process:

1. User account deletion (see Deleting a User Account From the User Account Page, Deleting the User Account of an Employee Using the Wizard and Deleting the User Account of an Employee Manually).

2. Deletion task creation (see Creating a Deletion Task).

3. Preview of employees to be deleted (see Previewing Employees to be Deleted).

4. Execution of the deletion task (manually or, more often, automatically according to the date and frequency chosen by the administrator).

Limitations

• No archiving capabilities at this time.

• A user account cannot be permanently deleted from the system.

  • User accounts, once deleted, are no longer displayed but remain in the system.

  • The user accounts do not contain employee-related data.

• Products for which the data will not be automatically deleted by the employee information deletion task:

  • Learn

  • Evaluation Management

  • Assessment

  • Screening Services

  • Analytics

  • Any other external products integrated with Oracle Taleo Enterprise Edition