Data Management Flashcards
What legislation refers to keeping data secure?
GDPR
Data Protection Act 2018
How is the database used for effective data management?
Easy to use
Stores a large amount of information
Ability to redact personal data
Ability to extract large amounts of data for analysis
Allows management to assess stock condition and allocate resources as necessary
Check statutory compliance
Promotes trust with the public.
How is the projects database used?
Records past, present and future projects
Records important information on the project such as start and finish dates, what the project covers and estimated costs
Links multiple assets
Allows all staff to see important information on the project.
How is the repairs database used?
To allocate resources to appointments
To record and redact resident information
To manage statutory compliance
How is the stock database used?
To record a large amount of information on an asset
To continuously update
Log statutory compliance
To save files, drawings
Photos and certificates
For anyone in the organisation to access to find out more information
How have you used the database to support decision making?
Asset management surveys provide information on the condition of an asset
This is updated on the stock database
This allows for reactive repairs to be undertaken
This allows for management to look at the whole portfolio and determine where resources need to be allocated for larger project work
What is GDPR?
The General Data Protection Regulations are a law that was created in the European Union to protect the personal data of citizens
It tells companies what they can & cannot do with personal data and how personal data can be used correctly and lawfully
When did GDPR come into force?
25th May 2018
How would you report a breach of data?
Within 72 hours to the Information Commissioner’s Office who will investigate.
Who is a data controller?
The party that determines the purpose for processing data, how, why and the frequency.
Who is a data processor?
Someone who processes data on behalf of the data controller.
Who is a data subject?
A party that the data can identify.
What does GDPR stand for?
General Data Protection Regulations
What are the 7 principles of GDPR?
Lawfulness
Accountability
Accuracy
Security
Purpose limitation
Data minimisation
Storage limitation
Fines when data is breached?
4% of annual turnover or EUR 20 million - whatever is greater.
What are the storage principles for data?
Data kept for only as long as is necessary for its intended use
This can be achieved through organisations creating a data retention policy.
What are the different types of special category/sensitive data?
Outlined under Article 9 of GDPR - there must be a lawful basis to capture and store this information
Race
Religion
Disability
Marital status
Biometric data
Genetic data
Political sway
What is personal data?
Data that can identify someone, e.g. Address, name, number, ID number, email.
How would you dispose of data?
Redact from online, shred confidential data.
How is an organisation accountable within GDPR?
Organisations must take responsibility for their actions and how they comply with the GDPR principles
Appointment of data protection officers
Conduct Data Protection Impact Assessments
Be able to demonstrate compliance with GDPR
Benefits of adhering to GDPR rules?
Build customer trust
Reducing data breaches
Increased accountability
Boost operational efficiency
What is the Data Protection Act?
2018
UK interpretation of GDPR.
Ensuring data protection principles are followed when processing personal data.
Request personal data with subject access requests.
Includes:
Data breaches to be reported in 72 hours.
Larger fines - 4% of annual turnover or EUR 20 million, whatever is larger.
Data protection officer for 250+ employees.
What is the Freedom of Information Act?
2018
Right for public access to information held by public authorities
Public authorities are obliged to publish certain information about their activities
E.g. Emails, CCTV, notes
How to request information from public authorities?
Written FOI request
20 days to respond - under section 10 of the FOI Act
Forward onto FOI team ASAP
Identity must be established before personal data is given out
Can be refused if the data is likely to cause disruption - Section 14 of the FOI Act.
Anyone can make an FOI request, including individuals and organizations
