In an era where data is often dubbed the new oil, businesses face a double challenge: safeguarding their valuable information while adhering to a labyrinth of data compliance regulations. This is where SAP Business One, a renowned ERP software, shines. SAP Business One not only facilitates your business operations but also fortifies data security and ensures compliance with industry and regional regulations.
Since 2018, SAP Business One, also known as SAP B1, has complied with the General Data Protection Regulation (GDPR) of the European Union as an ERP solution. Customers have total control and privacy over their personal data under this rule. No organization can store the consumer’s personal information without specific consent.
With the SAP B1 Data Security feature, organizations can easily:
Determine personal information by identifying the person, consumer or user. Control the kinds of data that can be used to store personal enterprise data.Eliminate any personal information or data from the ERP system.Block or unblock user access to personal data.Create reports about stored personal data.If you’re interested, let us book the free SAP b1 demo.
Data security is impressive for businesses of all sizes. Whether you’re a small enterprise or a multinational company, your data is your lifeblood, and protecting it is not optional. With the conception of digital transactions and the increasing reliance on cloud computing, ensuring data security is more critical than ever.
SAP Business One understands this and has consolidated robust security measures to safeguard your business data.
SAP Business One enables businesses to set up user-specific access rights. This ensures that only authorized personnel can access sensitive information, minimizing the risk of data breaches.
The software uses encryption protocols to protect data both in transit and at rest, making it challenging for unauthorized parties to intercept and figure out sensitive information.
SAP Business One consistently releases updates and patches to address security vulnerabilities. By keeping your system updated, you can stay protected against emerging threats.
The software provides detailed audit trails, letting you monitor and trace who has accessed your data and what changes have been made, which can be invaluable for compliance purposes.
Before discussing SAP B1 data security, let’s understand how SAP B1 defines personal data. Not every piece of data is considered personal data.
The SAP B1 tool uses data categorization to classify and manage personal data. By definition, any personal or sensitive data is categorized as personal data. Hence, SAP B1 must properly classify different forms of data to identify and store personal data.
Data is categorized by SAP Business One as sensitive personal data, non-personal data, and personal data. Examples of sensitive personal data comprise credit card numbers, bank accounts, passport numbers, or user-defined fields linked to any personal data.
SAP Business One automatically encrypts sensitive personal data. Also, access to this data is restricted and available only to selected users. Changing the data category from "sensitive personal" to "personal." removes access restrictions and data encryption
The SAP B1 "Personal Data Management" panel allows authorized users to examine personal data.
Organizations can identify personal data for their purpose by using the Personal Data Management capability. From the SAP Business One main menu, select Administration > Utilities > Data Protection Tools > Personal Data Management to bring up this window.
The data type and additional fields that can include personal information are shown in the "Personal Data Management" panel. Also, it may display user-defined fields that are integrated into personal data objects. To convert certain data items from "personal" to "non-personal," or the other way around, use the "Data Classification" column.
Also, SAP Business One features a Personal Data Management wizard to integrate personal data to an individual or person.
Organizations can use the Personal Data Management Wizard to identify individuals or natural persons whose personal information needs to be protected. In SAP B1, natural persons are real human beings and vary from entities like corporations, business partners, employees, and users.
By selecting Administration > Utilities > Data Protection Tools > Personal Data Management Wizard from the SAP Business One ERP software main menu, you may access this wizard. With the “Personal Data Management” wizard, you can perform a series of steps by clicking Next on every step. Select the "Determine natural persons" action under "General Parameters," step 2 in SAP B1 to locate natural persons.
The third stage, "Selection Criteria," allows you to look for natural persons in SAP B1. The search results are displayed in the given table (under the respective tabs). Besides deciding the natural persons, you can use the “Personal Data Management” wizard to perform the following tasks:
In SAP B1, reverse the natural person identification.Generate reports on the personal data of natural persons in SAP B1.Delete natural people' personal information from SAP B1.Block or unblock access to personal data of natural persons in SAP B1.The following information is categorized as "sensitive personal" by SAP Business One:
Identification cards issued by authorities.Passport number.Business partners' bank account numbers, both domestic and foreign.Employee bank accounts.Social security numbers.User-defined fields.By default, SAP B1 hides sensitive personal information from all users by encrypting it. By right-clicking on the fields and choosing to examine the data, authorized users can see this information. The Sensitive Personal Data Access log file can be logged and recorded using right-click action.
With this log file, organizations can monitor which users have accessed sensitive personal data in SAP Business One. Also, sensitive personal data can be viewed in the Personal Data Protection wizard through the Personal Data Reports action.
To see the Sensitive Personal Data see Log, navigate to Administration > Utilities > Data Protection Tools > Sensitive Personal Data Access Log from the SAP Business One main menu. You can examine which data items were accessed, together with the data subject, access time, and access mode, by selecting certain users from the log using the Log pane that displays.
This ERP application has Personal Data Protection capabilities in addition to these SAP B1 data security features.
The Personal Data Protection functionality in SAP Business One has more features and secures more personal data than the “Personal Data Protection Management” feature. Organizations can automatically encrypt and limit the editing of data in a variety of fields with Personal Data Protection.
Authorizations are used to regulate who can read and alter encrypted data. Personal information can be seen or changed based on each user's authorization settings. Here are the three key authorization settings:
No Authorization: The default setting for the majority of users. Data in this option is unchangeable and can be viewed in encrypted form.Read Only: In this setting, data can be viewed in unencrypted form but cannot be changed.Full Authorization: The user has full permission to view and modify the data with this option.By selecting Administration > System Initialization > Authorizations > General Authorizations > General > Access to Masked Data from the SAP Business One main menu, you may modify the authorization settings.
By using the SAP B1 Data Security functionalities, organizations can secure personal data and adhere to industry regulations like GDPR. It is clear that SAP Business One complies with all GDPR-mandated data privacy and security standards.
Since its inception, Zyple Software has closely partnered with customers to comprehend their ERP requirements. With 10+ years of experience in SAP implementation, we can help you completely leverage different capabilities of this ERP tool. Learn how SAP B1 add-ons can help your company by reading our blog.