Data Management Flashcards
What data is held physically?
- Deeds
- Older lease documents
What is data?
Facts and statistics collected together for reference or analysis.
What should you consider when handling data?
- Where it comes from and how reliable it is (e.g. co-star)
- verification methods
- types of data
- how data should be stored securely (in accordance with the law)
- Importance of inputting data correctly (i.e. tenancy schedule or trigger dates for property management systems - rent review etc)
How can you verify data?
Data should be verified against an alternative source (through triangulation)
Why is it important to keep data secured safely?
- Keep data safe from corruption
- Maintain privacy and protection
How do you ensure data is stored securely?
- Disk encryption (secure hard drive disk)
- Regular backups
- Password protection
- Anti-virus software
- Firewall and disaster recovery procedures
What is copyright?
- A set of exclusive rights granted to the creator of any original work, including the right to copy
- Copyrights can be licensed, assigned and transferred
What is Crown Copyright?
- Refers to all material created and prepared by the Government (e.g. laws, public records, OS maps)
What should you do if you copy information from an original source?
It is essential that any copyright information duplicated in my work should be acknowledged.
What is the Data Protection Act 2018?
The data protection act 2018 is the UK’s implementation of GDPR
It controls how personal information is used by organisations, businesses or the government
What are the key points of the Data Protection Act 2018?
The act is a complete data protection system
- UK’s implementation of GDPR
- It governs personal data covered by GDPR
- Covers all other general data as previously covered in the former DPA 1998 act
- gives people stronger rights to be informed about how their personal information is used
- relates to personal data
What is the difference between DPA 1999 and 2018?
- Obligations in the new regulations are more prescriptive and penalties are greater.
What is the purpose of the Data Protection Act 2018?
Aims to create a single data protection regime for anyone doing business in the EU and to empower individuals to take control of how their data is used by 3rd parties.
What are the key requirements of the DPA 2018?
- Conduct data protection impact assessment for high risk holding of data
- Rights for individuals to have access to information on what personal data is held and have it erased.
- Data controller decides how and why personal data is processed and is directly responsible for GDPR
- Data accountability ensuring organisations can prove to the Information Commissioners Office how they comply with the new regulations
- Data security breaches need to be reported to the ICO within 72 hours where there is a loss of personal data and a risk of harm
- Increase in fines up to 4% of global turnover of the company or 20 million euros (whichever the greater)
- Policed by ICO
Who enforces Data Protection?
Policed / enforced by the Information Commissioners Office (ICO)
Every organisation or sole trader who processes personal information must…
register and pay a data protection fee to the ICO
What is the timeframe of reporting a data security breach?
Data security breaches need to be reported to the ICO within 72 hours where there is a loss of personal data and a risk of harm
What are the principles of GDPR?
Principles relating to the storage of personal data states that data must be:
Lawfulness, fairness and transparency - Processed lawfully, fairly and in a transparent manner
Purpose limitation - data collected for specified, explicit and legitimate purposes
Data minimisation - limited to what is necessary
Accuracy - Accurate and kept up to date (inaccurate data should be erased / rectified without delay)
Storage limitation - kept in a form which permits identification of data subjects for no longer than is necessary for the purpose.
Integrity and confidentiality (security) - Protection against unauthorised and unlawful processing and against accidental loss, destruction, damage (kept secure in locked filing cabinet or fire wall)
Accountability - Controller responsible for and be able to demonstrate compliance
What is the role of a Data Controller?
- Responsible for being able to demonstrate compliance with the principles of GDPR
- Decides how and why personal data is processed.
What are the 8 individual rights under GDPR?
- Right to be informed
- Right to access
- Right to rectification
- Right to erasure
- Right to restrict processing
- Right to data portability (own purposes)
- Right to object
- Right to automated decision making and profiling (as undertaken by insurance companies)
What is the Freedom of Information Act 2000?
Gives individuals the right of access to information held by public bodies.
What is the process of the Freedom of Information Act 2000?
- Must tell any individual requesting sight of information whether it holds it.
- Supply the information within 20 working days in the format requested
What are the exemptions of the Freedom of information act 2000?
- Contrary to GDPR requirements (i.e. personal data)
- Prejudice a criminal matter under investigation
How can you improve the security of data?
- Firewall, encryption or passwords
- Non-disclosure agreement
