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RICS APC > Data management > Flashcards

Data management Flashcards

1
Q

How long should you keep data for?

A
  • 6 years if contract signed underhand hand
  • 12 years contract executed as a deed
  • RICS recommends up to 15 years 
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2
Q

What sources of pricing data are there?

A
  • BCIS
  • SPONS / pricing books
  • Previously tendered rates
  • Rate books, eg DfE template
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3
Q

What are pricing books, such as SPONS?

A
  • A book of prices used for construction materials and labour
  • Can be used as a basis for benchmarking, feasibility studies and cost unit pricing
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4
Q

What kind of data systems does your organisation use?

A
  • Hard systems, such as hard copies of contracts and files
  • Electronic systems, such as shared hard drives, teams channels, staff intranet, project extranets
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5
Q

What might your organisation keep hard copies of?

A
  • Books
  • Contracts
  • Tender documents
  • Design drawings
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6
Q

What is a project extranet?

A
  • An electronic system in which project information can be distributed to the relevant parties, which is a secure way to collaborate
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7
Q

What are the advantages and disadvantages of a project extranet?

A

Advantages include:
- Improves communication
- Accessible 24 hours per day
- Efficient
- Secure

Disadvantages:
- Can be expensive (subscription)
- Requires maintenance
- May require user training

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8
Q

What are the benefits of a cloud based storage system?

A
  • Easily accessible by all users
  • Secure, and access control restrictions can be implemented
  • Low set up cost
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9
Q

What is BIM?

A
  • Building Information Modelling
  • A collaborative way to manage and design construction information throughout a buildings lifecycle
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10
Q

What are the benefits and drawbacks of BIM?

A

Benefits:
- Extract quantities quickly
- Efficient and quick to produce cost report directly from drawings, eg through CostX

Drawbacks:
- Model could be unreliable if not compiled correctly, therefore due diligence must be undertaken on quantities
- Sometimes requires data manipulation to get information into the correct format for use

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11
Q

Are you aware of any regulations to protect data?

A
  • General Data Protection Regulation
  • Data Protection Act 2018
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12
Q

What is GDPR?

A
  • General Data Protection Regulation
  • EU regulation that covers data protection and privacy in the EU and EEA
  • Also covers the transfer of personal data outside the EU and EEA
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13
Q

What is the Data Protection Act 2018?

A
  • UK equivalent to GDPR
  • How personal information is used by government bodies and organisations
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14
Q

What is the purpose of GDPR?

A
  • Harmonise data privacy laws across all members of the EU and EEA, providing greater protection for individuals
  • Also addresses how business can handle information of those who interact with them
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15
Q

Who are the key people named under GDPR?

A
  • Data Subject: who the data is about
  • Data Processor: who processes the data (such as assistant to the data controller)
  • Data Controller: deals with how and why the data has been collected / is being used
  • Data Protection Officer: implements the data protection regulations
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16
Q

What constitutes personal data under GDPR?

A
  • Name
  • Photo
  • Email
  • Bank details
  • Medical information
17
Q

What are the 7 key principles under GDPR?

A

Lawfulness, fairness & transparency
Accountability
Data minimisation
Storage limitation

Purpose limitation
Accuracy
Confidentiality & Integrity

(LADS PAC)

18
Q

What are the 8 individual rights under GDPR?

A

The right….:
1. To be informed
2. To Erasure
3. To rectification
4. To access
5. To data portability
6. To object
7. To automated decision making & profiling
8. To restrict processing

19
Q

Who enforces GDPR?

A
  • The information commissioners office
20
Q

Are you aware of any legislation that allows you to access your personal data? Or data from a public body?

A

The Freedom of Information Act 2000

21
Q

What is the Freedom of Information Act?

A
  • Provides public access to information held by public authorities
  • This can be through public authorities publishing information, or the public can request information from local authorities, under the act
22
Q

If you were clearing out the office and you were going to destroy a paper copy of a document, what would you consider?

A
  • Is this an original copy?
  • Do we have a backup copy, eg saved on the shared drive?
  • Could this be required for legal proceedings, such as litigation
23
Q

What measures would you take to ensure client confidentiality?

A
  • Files should be locked away or password protected
  • Non-disclosure agreements could be signed
  • Physical separation of staff
24
Q

What is an information barrier?

A

A physical or electronic separation of individuals within the same firm to ensure confidential information is protected

25
Q

How would you protect data that was being transferred to your client?

A
  • Password protect
  • Use secure networks and software
  • Recorded special delivery
  • Marked as confidential
26
Q

Can you tell me the difference between an intranet and an extranet

A
  • Intranet = private network for employees to communicate and collaborate internally within an organisation
  • Extranet = private network outside of a company that allows authorised users to access, communicate and collaborate

RICS APC (19 decks)

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