Data Management Flashcards
How long do you need to keep project data for?
- 6 years if contract signed underhand
- 12 years if signed as a deed
- RICS recommends <15 years (limitation period for most legal claims)
What’s your understanding of “Intellectual Property” and “Copyright”?
- Adress the rights to control use and ownership of original works
- For example, the copyright of design drawings are typically owned by the architect and provisions must be made to transfer or permit the client to use the drawings / design
How does Stace protect client data?
- Use an online filing system
- Information barriers
- password-locked files
Guidance note for Data Management?
RICS Data Management Guidance Note
(and Freedom of Information Act 2000)
What is a project extranet system?
Network allowing external parties to view files on a secure platform
Advantages of extranet system?
- Improves communication
- Easy access to information
- Can be more secure
Disadvantages of extranet system?
- Can be expensive
- Requires maintenance
- May require user training to operate
Benefits of cloud-based storage systems?
- 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.
- Documents and folder systems can be synchronized.
Sources of pricing data?
- BCIS online
- Pricing Books
- In-house records
- Market testing
What are pricing books?
- A guide that lists the prices of goods, services, or products, often used for reference or comparison
- Examples include SPONS and LAXTONS
What is BCIS?
Building Cost Information Service
- Provides cost and price data for helping produce estimates
- BCIS was spun off from RICS in 2022
Where does the data on the BCIS come from?
Real life projects, where members of the construction industry provide cost information that’s uploaded to database (following review by BCIS staff)
What cost data is submitted to the BCIS?
- Tender prices
- Contractor prices
- Project data, such as project details, cost build-ups, and life cycle costs
What cost data is available on BCIS?
- price indices
- average prices
- life cycle costing
- dayworks
- schedule of rates
How does your company ensure accurate cost data uploaded internally?
- Use standard templates
- Data is reviewed before inclusion
What influences effect accuracy of cost data?
- Level of detail provided
- Amount of cost data
- Age of data
- Project location
How do you manage data and ensure compliance with legislation?
- Physical info kept in secure location
- Electronic info kept on secure servers
- Comply with IT policies
- If under NDA, I ensure complete confidentiality
- Obtain permission if sharing infomation not available publicly
What is GDPR?
General Data Protection Regulation
* EU regulation on data protection and privacy
What is the purpose of GDPR?
- Improve data privacy
- Provide greater protection
- Improve rights to individuals
- Impove how organisations handle cleint data
- Allow fines if found in breach of rules
Key persons outlined within GDPR?
- Data controller
- Data processor
- Data subject
- Data protection officer
What constitutes personal data?
- Any infomation used to directly / indirectly identify person
- Includes name, photo, email, bank details, social network posts, medical info
Who enforces GDPR?
The Information Commissioner’s Office
Penalties for breaching GDPR?
- Up to 4% of turnover
- or £17.5m (€20m)
Does GDPR still apply to UK?
Yes - now UK GDPR
