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Anonymizing Customer and Vendor personal data

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Summary

Sage 300 includes an Anonymizer tool that replaces customer and vendor personal data with user-defined text. Use the tool when privacy regulations require you to remove identifiable information.

Description

Some jurisdictions regulate how organizations use personal data. Under these laws, customers and vendors can request data anonymization.

Examples include:

  • The EU General Data Protection Regulation (GDPR) applies to people living in the European Union
  • The California Consumer Privacy Act (CCPA) applies to people living in California

These laws apply regardless of where an organization stores or processes personal data.

Personal data in Sage 300

In these regulations, personal data includes information that identifies a specific person, such as:

  • Names
  • Phone numbers
  • Email addresses
  • Physical addresses

Sage 300 stores this type of information in customer and vendor records.

When customers or vendors request anonymization, you can remove their personal data by using the Anonymizer tool.

Caution: Anonymizing personal data isn't the only compliance requirement. Review applicable regulations for all requirements.

For more information, see:

Resolution

Sage 300 Anonymizer removes customer or vendor personal data and replaces it with text that you specify.

CAUTION:

After the Anonymizer replaces personal data, you can't recover the original information. The system doesn't retain the original data or track anonymized records. The Anonymizer doesn't update employee personal data in Project and Job Costing. Update those records manually.

 Prepare to anonymize

  1. Ask all users to sign out of Sage 300.
  2. Back up your data.
  3. Download the version that matches your Sage 300 release.
  4. Double-click the downloaded .ZIP file.

Sage 300 2023

Sage 300 2024

Sage 300 2025

Anonymize data

  1. Run Sage300Anonymizer.exe.
  2. Select Customers or Vendors.
  3. Enter the customer number or vendor number.
  4. In Replace personal data with, enter one to six characters.
  5. Click Anonymize.

The Anonymizer updates the data as follows:

  • Replaces data in standard fields with the contents of Replace personal data with
  • Replaces data in optional fields

NOTE:

Replacement values depend on the field type.

  • Text fields become the contents of Replace personal data with
  • Amount fields become zero
  • Date and time fields become the current date and time

 Check the results

  1. Review all customer or vendor fields and verify that no personal data remains.
  2. If Sage CRM integrates with Sage 300, anonymize the same records in Sage CRM immediately.
  3. If you use Sales Analysis, complete the following procedures.
    • Clear Details.
    • Reset Sales Analysis Data.
    • Retrieve Details.
  4. If you don't use General Ledger, review generated .CSV files and remove personal data manually.
  5. Review Sage300AnonymizerAudit.log for anonymized activity.

Audit log location

  • Find Sage300AnonymizerAudit.log in: Shared Data, then Company

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