Data man

Question 1

Why is data management important?

Answer 1

Increases security of client’s personal data, follows legislations that are law. Ehnances our tasks to provide good work for our clients. Minimises inaccuracies and allows us to rectify incorrect information easily.

Question 2

What data does your firm hold?

Answer 2

Client’s details - passport info, p60, etc.
Leases and property information.
Title deeds.
Old leases held on site physically.

Question 3

What are some information systems used to extract information?

Answer 3

CoStar, EGI, Auction house etc. Used to gather property and rental information.

Question 4

How can data be stored securely in accordance with the law?

Answer 4

In accordance with Data Protection and UK GDPR. The principle of securing data and protection against unauthorised individuals is important.
Things like password protection, encryption, staff training, firewall etc.

Question 5

Why is data management important in property management?

Answer 5

We can use systems that can help with diary triggers when it comes to collecting rent, service charge, and when breaks or expiry are coming up.

Question 6

What is disk encryption?

Answer 6

It is when data stored on a disk is turned to code and no longer readable.

Question 7

What is cloud storage?

Answer 7

This is where data is stored in a remote server and can only be accessed through the internet. For example Sharepoint or Google Drive.

Question 8

What is a firewall?

Answer 8

Network security system that monitors and controls access to internal networks from external ones. Main aim is to provide protection against unauthorised access.

Question 9

What is copy right?

Answer 9

Provides exclusive rights granted to the author of a piece of work.

Question 10

What is intellectual property?

Answer 10

Property that is the result of creativity. For example art, books, software.

Question 11

What is the legislation on data protection?

Answer 11

UK General Data Protection Regulations and the Data Protection Act 2018. UK GDPR is covered by the Data Protection Act 2018.

Question 12

What is the aim of the Data Protection Act 2018?

Answer 12

It aims to create a single data protection system that affects businesses and empowers individuals in control of how there data is managed by third parties. Gives people right to be informed about their data.

Question 13

What are some of the key requirements of UK GDPR and Data Protection Act 2018.

Answer 13

1) An obligation to conduct data protection impact assessments for high risk holding of data.
2) New rights for individuals to have access to their data and what is held and have it erased.
3) A data controller decides how and when personal data is used and held. They are responsible for GDPR.
4) A principle of data accountability and ensuring organisations can prove they have complied with regulations to the Information Commissioner’s Office.
5) Data breaches need to be reported to the ICO within 72 hours where there is a loss of personal data and a risk of harm to individuals.
6) Fines up to 4% of annual turnover or £17.5 million.
7) Policied by the ICO.

Question 14

What are the 7 principles of UK GDPR?

Answer 14

Article 5 states the principles relating to the storage of personal data and state:
1) Data must be processed fairly, transparently, and lawfully in relation to individuals.
2) Data must be collected for a specified reason and not used for any other reason.
3) Data must be limited and relevant to the purpose.
4) Data must be accurate and kept up to date. If not accurate you muse rectify or erase without delay.
5) Kept in a way that permits identification of data subjects for no longer than is necessary.
6) Processed in a way that ensures appropriate security is in place and protection from unauthorised access or unlawful processing, and against accidental loss, destruction or damage, using appropriate systems in place.
7) Article 5 requires that a data controller shall be responsible for, and must be able to demonstrate, compliance with these principles.

Question 15

What are the 8 individual rights under UK GDPR?

Answer 15

Right to be informed
Right to access
Right to erasure
Right to rectification
Right to restrict processing
Right to data portability
Right to object
Right to automated decision making and profiling.

Question 16

What is the act that relates to gaining access to data held by public bodies?

Answer 16

Freedom of Information Act 2000

Question 17

What does the Freedom of Information Act 2000 set out?

Answer 17

Gives individuals the right to access information held by public bodies. Public body has to supply this information within 20 days.

Question 18

What are some exemptions from the Freedom of Information Act?

Answer 18

If it is contrary to GDPR
If it would effect an ongoing criminal investigation.

Question 19

What is an NDA?

Answer 19

A legally bidning contract where a party that holds confidential information provides access to another party.

Question 20

Can you tell me about the retention of files and the Limitation Act 1980?

Answer 20

Contractual data must be held for at least 6 years after end of the contract.

Question 21

Tell me about how you extract data from a source regularly used in your role.

Answer 21

CoStar for rental and investment information - cross reference by speaking to agents to confirm accuracies.

Question 22

What are the limitations of primary/secondary data sources?

Answer 22

Primary data can be time consuming to collect.
Secondary data can be dated.

Question 23

How do you validate information?

Answer 23

Cross referencing with original source.

Question 24

What is the difference between a deed and a registered title?

Answer 24

Registered title is a record of ownership.
Deed is evidence of a transfer.

Question 25

Property Management Workflows: How do you create workflows?

Answer 25

Workflows are a series of steps done to complete a task. It updates information on our main property management systems. Workflows are created by: Step 1) Submitting data with evidence to update or add something. Step 2) Verified by data team to ensure accuracy Step 3) Reviewed by me to finalise the change to update our main systems.

Question 26

Property Management Workflows: What is the structure of your online filing system?

Answer 26

Our online filing systems have codes and reference numbers on key information which make it easy for us to spot and update.

Question 27

Property Management Workflows: How do you ensure this data is stored safely and securely?

Answer 27

To be in line with the principles of UK GDPR our system has security in place to only allow authorised individuals access to the data. Our system is password protected and only members of my team who are instructed by the client only have access to it.

Question 28

Property Management Workflows: How do you ensure this data is accurate?

Answer 28

In line with the UK GDPR of maintaining accurate data I make sure to do regular cross checking with our records and the physical data. For example I cross check if the rent information we have on our systems is the same as the lease.

Question 29

Quarterly Report Data Checking: Explain how your Yardi system works?

Answer 29

Yardi is an accounting and property recording system. It is on the cloud so the information is stored remotely. JLL are the data controllers. Yardi provides access to my firm and my client.

Question 30

Quarterly Report Data Checking: What security measures does your Yardi system have in place to prevent data breaches?

Answer 30

The system uses password protection to secure data. At JLL we also ensure that authorised members who are instructing for that client have access to it.

Question 31

Quarterly Report Data Checking: How is incorrect data altered?

Answer 31

Incorrect data is altered through workflows which is a step by step process to complete a task and is cross checked by authorised individuals.

Question 32

Quarterly Report Data Checking: What effect can storing incorrect data have on the client??

Answer 32

Wrong information can lead to my client not receiving the correct rent or in this case missing on key dates like lease expiry where we have to think of things like dilapidations or tenant negotiations.

Question 33

Lease Script Extracting: How do you deal with security when using AI?

Answer 33

Our Ai system known as JLLGPT is strictly for employees of JLL. We have a firewall in place to stop external users from accessing the site. It's also password protected.

Question 34

Lease Script Extracting: How do you ensure accuracy of information when using AI?

Answer 34

By cross checking regularly in line with UK GDPR.

Question 35

Lease Script Extracting: If everything is AI and automatic, what is your role, why are you needed?

Answer 35

Ai helps us in streamlining our work but I am the one that is writing the script and inputting the lease information to our internal database manually. I'm also responsible to ensure accuracy of that data.

Question 36

LandInsight Mapping Data: How did you create the interactive map?

Answer 36

This task was for a market review of the city centre to help with the council's housing delivery strategy, which aimed to find appropriate sites to help them with their strategy. To create the map I firstly collected key information of sites such as it's use, planning history, ownership, and any leasehold. I then had this data on an excel spreadsheet that I used to transfer to LandInisght. A mapping software to represent information. My map had different layers to better represent the information it also included commentary.

Question 37

LandInsight Mapping Data: What security controls did you put in place?

Answer 37

To access LandInisght my team only had one account and we had password protection in place, I also ensured that I didn't share this password to anyone else other than my team.

Question 38

LandInsight Mapping Data: What advice did you provide to the Council having regard to the information provided in your map?

Answer 38

By using my map I advised my client of three potential sites that met their housing strategy needs. My map helped with better communicating our advise to the client.