Data management

Question 1

What cloud-based storage systems can be used for projects?

Answer 1

Project Plus and Intralinks.

Question 2

How does AECOM deal with data management ?

Answer 2

An internal filing system

Question 3

What is emphasized when handling AECOM documents regarding client information?

Answer 3

Maintaining consistency and safeguarding confidential client information.

Question 4

Name some sources of pricing data

Answer 4

BCIS, Spons, and AECOM’s global unit.

Question 5

What can pricing data sources like BCIS, Spons, and AECOM’s global unit assist in?

Answer 5

Benchmarking exercises.

Question 6

What secure methods can i use to share commercially sensitive data?

Answer 6

you can use encrypted communication channels and secure file-sharing platforms. Employing password protection for files, utilizing secure email services, and implementing access controls are also effective measures

Question 7

What do i need to ensure when using platforms to share data?

Answer 7

Always ensure that the chosen methods comply with relevant data protection regulations and internal security protocols.

Question 8

What are the 7 key principles of the data protection act 2018?

Answer 8

1. Lawfulness, fairness, and transparency
2. Purpose limitation
3. Data minimization
4. Accuracy
5. Storage limitation
6. Integrity and confidentiality
7. Accountability

Question 9

Define; Lawfulness, fairness, and transparency:

Answer 9

Personal data must be processed lawfully, fairly, and transparently.

Question 10

Define; Purpose limitation:

Answer 10

Personal data should be collected for specified, explicit, and legitimate purposes and not processed further in a manner incompatible with those purposes.

Question 11

Define; Data minimization:

Answer 11

Only the personal data necessary for the intended purpose should be processed.

Question 12

Define; Accuracy:

Answer 12

Personal data should be accurate and, where necessary, kept up to date.

Question 13

Define; Storage limitation:

Answer 13

Personal data should be kept for no longer than is necessary for the purposes for which it is being processed.

Question 14

Define; Integrity and confidentiality:

Answer 14

Personal data should be processed in a manner that ensures its security, integrity, and confidentiality.

Question 15

Define; Accountability:

Answer 15

The data controller is responsible for demonstrating compliance with the principles and ensuring that appropriate measures are in place.

Question 16

What is the Data Protection Act 2018 in summary?

Answer 16

is a UK law that governs the processing of personal data. It incorporates the principles of the General Data Protection Regulation (GDPR) and provides additional provisions for specific areas, outlining rules for the fair and lawful processing of personal information, protecting individuals’ rights, and assigning responsibilities for those handling and controlling such data.

Question 17

What does BCIS stand for?

Answer 17

Building Cost Information Service.

Question 18

What is Spons?

Answer 18

which is a series of publications providing price information on construction-related topics.

Question 19

What is your understanding of the term Confidentiality?

Answer 19

Where information is provided but is subject to confidence and not shared without permission.

Question 20

What is your understanding of the term Meta Data?

Answer 20

Meta Data is information about a specific piece of data.
For example when sharing a cost planning document, the Meta Data associated with this could consist of information about the author, the file size, the date the document was created and keywords to
describe the document.

Question 21

What is your understanding of Intellectual Property and Copyright?

Answer 21

• This is the right to control the use and ownership of original works.
• Work generally created by an employee usually belongs to their employer unless copyrights are put in
  place.

Question 21

Why is Meta Data important?

Answer 21

• We must ensure that this Meta Data is afforded the same level of care as all other confidential data.
• In a scenario where we are sharing a document or removing confidential components of a document we should ensure that any confidential meta data is not shared inadvertently.

Question 22

What is the Freedom of Information Act 2005?

Answer 22

• This is the primary piece of UK legislation that controls the access to official information.
• The act permits the public right of access to information held by public authorities.

Question 23

What are the benefits of cloud-based storage systems?

Answer 23

• Information is backed up securely on encrypted servers.
• Accessibility can be managed via online settings.
• Cloud systems are often cheaper than the costs of physically storing and managing files.
• It is convenient to send and share files online instead of mailing physical copies.
• Cloud systems are environmentally friendly.
• Multiple users can access the same documents.

Question 24

What is the meaning of a non-disclosure agreement?

Answer 24

* Non-disclosure agreements are used to protect against the disclosure or sharing of any confidential data. * They are often used when confidential, sensitive, innovative or intellectual property information is being shared to prevent this information being used by competitors.

Question 25

If two separate departments within your firm were working for two rival companies how would you ensure client sensitive data was managed?

Answer 25

* I would make the client aware of the risks involved and check their understanding of the conflict of interest. * I would ensure a letter of instruction to continue was obtained from the client. * The use of non-disclosure agreements would be considered. * Secure document and data storage would be arranged to be used exclusively for the separate teams.

Question 26

What is the Data Protection Act 2018?

Answer 26

It is the UK legislation for the implementation of the EU General Data Protection Regulations (GDPR). It manages how personal data is processed by organisations and the government.

Question 27

What does the Data Protection Act 2018 replace?

Answer 27

The act replaces previous 1998 legislation.

Question 28

What are the key Principles of the Data Protection Act 2018?

Answer 28

The act ensures that data is:- o Used fairly, lawfully and transparently. o Used in a way that is adequate, relevant and limited to only the purpose it is intended. o Is retained for no longer than is necessary. o Processed securely including the protection against unlawful use, loss or destruction.

Question 29

What are a person’s rights under the Data Protection Act?

Answer 29

People have the right to:- o To be informed about how their data is being used. o The right to access their data. o The right to have incorrect information updated. o To have their data erased.

Question 29

Who are the three key persons outlined within GDPR?

Answer 29

1. Controller 2. Processor 3. Data Protection officer

Question 30

What is the Controllers role outlined within GDPR?

Answer 30

The controller is the natural person or legal entity that determines the purposes and means of the processing of personal data for example when processing an employee’s personal data, the employer is considered to be the controller.

Question 31

What is the Processor role outlined within GDPR?

Answer 31

A natural person or legal entity that processes personal data on behalf of the controller for example a call centre acting on behalf of its client is considered to be a processor.

Question 32

What is the Data Protection Officer (DPO) role outlined within GDPR?

Answer 32

The Data Protection Officer is a leadership role required by EU GDPR. This role exists within companies that process the personal data of EU citizens. A DPO is responsible for overseeing the data protection approach, strategy, and its implementation.

Question 33

What are the 8 individual rights under GDPR?

Answer 33

* The right to be informed. * The right of access. * The right of rectification. * The right to erasure. * The right to restrict processing. * The right to data portability. * The right to object. * Rights of automated decision making and profiling. * Diversity, Inclusion & Team Working.

Question 34

What different sources of information do you use in your day-to-day surveying?

Answer 34

* RICS Guidance Notes. * Contract Documentation. * Previous Tenders. * Cost Plans.

Question 35

How do you manage these sources of information to ensure compliance with the legislation?

Answer 35

* If signed up to an NDA with a client I ensure complete confidentiality and am not able to talk about these projects with colleagues who are not party to the project. * I am always sure to lock my computer when away from my desk and comply with my firms IT security policies for example attendance at Cyber security courses and regularly updating my passwords.

Question 36

How do companies ensure compliance with the Data Protection legislation generally?

Answer 36

* They should only retain data they need to perform their day-to-day operations. * They should hold the data securely.