Data Management Flashcards
What is the term Confidentiality?
Where information is provided but is subject to confidence and not shared without permission.
What is Meta Data?
A set of data that gives information about other data
Why is Meta Data important?
It includes details such as the author, file size, creation date, and keywords, and must be treated with the same care as confidential data.
What should be ensured when sharing a document?
Confidential meta data is not shared inadvertently.
What is Intellectual Property?
The ownership of original works.
intangible property that is the result of creativity, such as patents, copyrights, etc
Who generally owns work created by an employee?
The employer, unless copyrights are established otherwise.
What is the Freedom of Information Act 2005?
The primary piece of UK legislation controlling access to official information.
What does the Freedom of Information Act permit?
The public right of access to information held by public authorities.
What are the benefits of cloud-based storage systems?
- Information is backed up securely on encrypted servers
- Accessibility can be managed via online settings
- Often cheaper than physical storage
- Convenient for sending and sharing files
- Environmentally friendly
- Multiple users can access the same documents
- Documents and folder systems can be synchronized
What is a non-disclosure agreement?
An agreement to protect against the disclosure of confidential data.
When are non-disclosure agreements commonly used?
When sharing confidential, sensitive, innovative, or intellectual property information.
What is the Data Protection Act 2018?
Legislation that manages how personal data is processed by organisations and the government.
What does the Data Protection Act 2018 replace?
The previous 1998 legislation.
What are the key principles of the Data Protection Act 2018?
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
What rights do individuals have under the Data Protection Act?
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.
o To stop or restrict the processing of their data.
o The right of portability.
o To object to the use of their data.
Who is the Controller in GDPR?
The person or entity that determines the purposes and means of processing personal data.
What is the role of the Processor in GDPR?
A person or entity that processes personal data on behalf of the Controller.
What is the role of a Data Protection Officer (DPO)?
A leadership role overseeing data protection strategy and implementation.
What are the 8 individual rights under GDPR?
- Right to be informed
- Right of access
- Right of rectification
- Right to erasure
- Right to restrict processing
- Right to data portability
- Right to object
- Rights of automated decision making and profiling
What sources of information are used in day-to-day surveying?
- RICS Guidance Notes
- Contract Documentation
- Previous Tenders
- Cost Plans
- Valuation data
- Industry Journals
- Specialist sub-contractor information
How do you manage sources of information for compliance?
- Ensure confidentiality under NDA
- Use secure document storage
- Lock computer when away
- Obtain written permission for sharing non-public information
How do companies ensure compliance with Data Protection legislation?
- Retain only necessary data
- Inform individuals about data retention
- Hold data securely
- Keep information up to date and delete unnecessary data
What is copyright?
- A set of exclusive rights granted to the author or creator of original work, includes right to copy
Can you name any data security technologies?
- Disk encryption
- Regular backups off site
- Cloud storage Password protection and use of anti-virus software protection
- Firewalls and disaster recovery procedures
