Library · Travel & housing – master data in detail
DAT-030 · Collect ID/passport data and store it encrypted
Provides the ID data strictly needed for flight, international, and permit processes while keeping it separate from the general personal record, so…
Travel & housing · master data
Overview
Who it's for
Coordination, assistance, office
Trigger
In demand planning, a flight segment or an international stay is detected for the person (PLN-030, TRV-010), or a case per CMP-010 to CMP-030 is created.
You get
Provides the ID data strictly needed for flight, international, and permit processes while keeping it separate from the general personal record, so it doesn't appear in distribution documents.
Provides the ID data strictly needed for flight, international, and permit processes while keeping it separate from the general personal record, so it doesn't appear in distribution documents.
Rule (automatable) Judgment (human decides)
Decision rules
R1IF travel is exclusively domestic and without a flight THEN do not collect ID data; the process ends without collection.R2IF flight segment THEN collect name per ID, date of birth, and ID number; IF third country THEN also collect validity date, issuing country, and nationality.R3IF ID validity < return date + destination-required remaining validity THEN status "unfit for travel", escalation F2 and review per CMP-020. The required remaining validity is ⚠️[VERIFY — source: entry requirements of the destination country, travel and safety notices of the Federal Foreign Office].R4IF name per ID ≠ name per contract THEN the ID name is used for tickets and hotel booking, the internal distribution list keeps the working name.R5IF the person's last trip is completed AND no open case per CMP THEN trigger deletion after{{PASSDATEN_LÖSCHFRIST_TAGE}}(DAT-130, CLS-040).R6IF an ID copy arrives as an image although only field data was requested THEN do not save the copy, transfer the fields manually, log the receipt, and point the person to the correct path.
Common pitfalls
1. Passport photo sent via messenger to the production office and left sitting in the group chat → uncontrolled copy outside any retention period. 2. ID data is copied into the rooming list because the hotel demands it "for check-in" → ID data in a wide distribution list, violation of data minimization. 3. Validity checked only at booking time, not against the return date → person is denied boarding at the gate, work day is lost. 4. Name mismatch due to stage name discovered only at the airport → ticket unusable, rebooking at full price.