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Advantage Help > Solutions > GDPR Erasure Ledger User Guide
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GDPR Erasure Ledger
The GDPR Erasure Ledger solution is a specialized framework and app for Windows PCs designed to manage your data privacy compliance with ease. It provides a simple, easy-to-use software built for small businesses, online shops, and growing organizations that need to track customer deletion requests securely. Monitor your high-stakes regulatory timelines on your Windows desktop with a professional interface built for speed and accuracy.
| Topic | Description |
|---|---|
| Purpose | Provides a standardized framework for documenting, tracking, and managing customer data erasure requests to ensure full legal privacy compliance. |
| Data Structure | The solution is organized into three core windows: Requests, Locations, and Cleanups tracking. |
| Key Privacy Fields | Includes specialized tracking for DAYS_LEFT countdowns, identity VERIFIED records, and RETENTION rules for conflicting laws. |
| Our Services | We provide expert services for custom solutions and seamless data transfer from your existing spreadsheets into the Ledger environment. |
| Download | If the solution is not yet installed, please visit our download page to retrieve and set up your software. |
Review the entry/view pages and descriptions of data fields and samples below, and you are ready to manage your heritage items.
Requests Table
Tracks incoming customer data deletion requests and legal deadlines.
| Field Name | Explanation | Data Entry Sample |
|---|---|---|
| ID | Unique system-generated identifier for the record. | 101 |
| REQUEST_ID | Unique tracking number assigned to the data deletion request. | REQ-2026-0892 |
| CUSTOMER | The full name of the individual asking for data removal. | Alice Smith |
| The email address of the person making the request. | alice.smith@email.com | |
| VERIFIED | The method used to check the identity of the customer. | ID Copy Upload |
| RECEIVED | The date the organization received the erasure request. | 2026-05-15 |
| DAYS_LEFT | The number of calendar days remaining before the legal compliance deadline. | 18 |
| COMPLETION | The date when all data was fully and successfully erased. | 2026-05-20 |
| STATUS | The current stage of the deletion process. | In Progress |
| AUTHORIZED_BY | The compliance officer or manager who approved the request action. | John Doe |
| USER_1 | Custom tracking field for additional company-specific user data. | North Region Office |
| USER_2 | Custom tracking field for extra department or staff details. | VIP Account Tier |
| NOTES | Detailed comments regarding the request or specific handling instructions. | Customer called to confirm tax records must be kept. |
| CLEANUP_TR | Internal connection linking the request to its individual system cleanup steps. | [MasterDetail Link] |
Locations Table
Lists the digital systems and physical places where customer data is stored.
| Field Name | Explanation | Data Entry Sample |
|---|---|---|
| ID | Unique system-generated identifier for the record. | 10 |
| LOCATION_ID | Unique system code assigned to a specific data storage place. | LOC-04 |
| LOCATION | The name of the digital system or physical place holding the data. | Salesforce CRM |
| TYPE | The classification of the storage area. | Cloud Database |
| RETENTION | The legal rule or timeline for keeping specific data types. | 7 Years Tax Law |
| NOTE | Extra notes about the storage location or its special rules. | Cabinet requires key card access from HR. |
Cleanups Table
Logs individual cleaning actions taken for each storage location per request.
| Field Name | Explanation | Data Entry Sample |
|---|---|---|
| ID | Unique system-generated identifier for the record. | 502 |
| REQUEST_ID | The matching tracking number from the main deletion request. | REQ-2026-0892 |
| CUSTOMER | The full name of the individual asking for data removal. | Alice Smith |
| LOCATION_ID | The matching code for where the data is stored. | LOC-04 |
| LOCATION | The name of the system or place being cleaned. | Salesforce CRM |
| TYPE | The classification of the storage area. | Cloud Database |
| STATUS | The current cleanup progress for this specific location. | Completed |
| PROCESSED | The exact date the data was wiped from this location. | 2026-05-19 |
| PROCESSED_BY | The staff member who deleted the files from the location. | Jane Miller |
| NOTE | Extra notes about this specific cleanup step. | Backup files took 24 hours to clear. |
Requests Archive Table
Stores completed data deletion requests moved from the main Requests table for historical compliance records. This table uses the exact same structure as the Requests table.
| Field Name | Explanation | Data Entry Sample |
|---|---|---|
| Note: This table mirrors the structure of the Requests Table exactly. | ||
| ID | Unique system-generated identifier for the record. | 101 |
| REQUEST_ID | Unique tracking number assigned to the data deletion request. | REQ-2026-0892 |
| CUSTOMER | The full name of the individual asking for data removal. | Alice Smith |
| The email address of the person making the request. | alice.smith@email.com | |
| VERIFIED | The method used to check the identity of the customer. | ID Copy Upload |
| RECEIVED | The date the organization received the erasure request. | 2026-05-15 |
| DAYS_LEFT | The number of calendar days remaining before the legal compliance deadline. | 18 |
| COMPLETION | The date when all data was fully and successfully erased. | 2026-05-20 |
| STATUS | The current stage of the deletion process. | In Progress |
| AUTHORIZED_BY | The compliance officer or manager who approved the request action. | John Doe |
| USER_1 | Custom tracking field for additional company-specific user data. | North Region Office |
| USER_2 | Custom tracking field for extra department or staff details. | VIP Account Tier |
| NOTES | Detailed comments regarding the request or specific handling instructions. | Customer called to confirm tax records must be kept. |
| CLEANUP_TR | Internal connection linking the request to its individual system cleanup steps. | [MasterDetail Link] |
How to Create a GDPR Data Erasure Compliance Report
Follow these quick steps to generate your compliance report once a deletion request is finished:
- Check Completion: Start the reporting process only after a data deletion request has been fully completed.
- Select the Record: Find and click on the specific completed request row in your main window.
- Choose the Report Layout: Go to the main tab, click the HTML Reports drop-down menu, and select GDPR-DATA-ERASURE-REPORT.htm to view the preview.
- Save or Print: Review the displayed information on your screen, then print the page out or save it as a PDF file.
How to Move and Archive Completed Records
Follow these quick steps to safely move a finished request to your archive:
- Select the Record: Find and select the completed request row in your main Requests window.
- Create the Report: Once a data deletion request is finished, make a GDPR Data Erasure Compliance Report. Print the file out or save it directly as a PDF.
- Click Move: Open the Misc. tab on your interface and click the MOVE button.
- Select the Destination: Choose Requests_Archive as your destination table and finish the transfer. The system will now safely move the record.
Cleanup Transaction (CLEANUP_TR) Field Functionality
The CLEANUP_TR field is a master-detail component that manages individual system audit logs for a customer's data erasure request. Users interact with this field using three action buttons: Add to create a new system location record; Edit/View to inspect or modify an existing transaction; and Delete to remove a cleanup record permanently.
When managing these entries, the Cleanup Transaction window is split into three functional sections:
- Top Section: Displays a selection list of all available cleanup locations pulled directly from the LOCATIONS table.
- Middle Section: Shows the detailed fields, verification status, and destruction notes for the currently selected transaction.
- Bottom Section: Displays a running historical list of all completed and pending cleanup transactions linked to that specific customer.
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