How To Fix HRPA_ARCH039 - Retention rule does not permit the data to be destroyed

SAP Error Message - Details

• Message type: E = Error

• Message class: HRPA_ARCH -

• Message number: 039

• Message text: Retention rule does not permit the data to be destroyed

What causes this issue?

The end of at least one of the retention periods that you defined has
not yet been reached.

System Response

The data is not destroyed.

How to fix this error?

The system issues an error message and will not allow you to continue with this transaction until the error is resolved.

Procedure for System Administrators

Error message extract from SAP system. Copyright SAP SE.

Smart SAP Assistant

• What is the cause and solution for SAP error message HRPA_ARCH039 - Retention rule does not permit the data to be destroyed ?

  The SAP error message HRPA_ARCH039 indicates that a retention rule is preventing the deletion of certain data. This typically occurs in the context of data archiving and retention management within the SAP Human Resources (HR) module. Here’s a breakdown of the cause, potential solutions, and related information:
  Cause:
  
  Retention Rules: The error arises when the data you are trying to delete or archive is still subject to a retention rule. Retention rules are defined to ensure that certain data is kept for a specified period for legal, compliance, or business reasons.
  Data Status: The data may be in a status that does not allow for deletion or archiving due to the retention settings.
  Configuration Issues: There may be misconfigurations in the retention management settings that are causing the system to incorrectly prevent data deletion.
  
  Solution:
  
  
  Review Retention Rules: Check the retention rules that are applied to the data in question. You can do this by navigating to the relevant configuration in the SAP system (usually found in the IMG under Personnel Management > Data Retention and Archiving).
  
  Ensure that the retention periods are correctly defined and that the data you are trying to delete has indeed surpassed its retention period.
  
  
  
  Adjust Retention Periods: If the retention period is still valid, you may need to wait until the period expires. If you believe the data should be eligible for deletion, you may need to adjust the retention rules accordingly.
  
  
  Data Status Check: Verify the status of the data you are trying to delete. If it is still active or in use, you may need to change its status before attempting deletion.
  
  
  Consult Documentation: Refer to SAP documentation or notes related to data archiving and retention management for specific guidance on handling retention rules.
  
  
  Authorization Check: Ensure that you have the necessary authorizations to delete or archive the data. Sometimes, lack of permissions can also lead to similar error messages.
  
  
  Contact SAP Support: If you are unable to resolve the issue through the above steps, consider reaching out to SAP support for assistance. They can provide insights based on the specific configuration of your system.
  
  
  Related Information:
  
  SAP Notes: Check for any relevant SAP Notes that may address this specific error or provide updates on retention management.
  Archiving Process: Familiarize yourself with the archiving process in SAP HR, including how to set up and manage retention rules.
  Legal Compliance: Understand the legal implications of data retention and destruction in your jurisdiction, as this may influence how you configure retention rules.
  
  By following these steps, you should be able to identify the cause of the HRPA_ARCH039 error and take appropriate action to resolve it.