Data Management

Question 1

How long should data be kept?

Answer 1

If the contract is signed under hand, the limitation period is 6 years. If it is signed under deed, the period extends to 12 years. However, it is recommended to retain data for 15 years after the contract ends, as this is the maximum duration for making a professional negligence claim under the Limitation Act.

Question 2

What types of data systems have you used?

Answer 2

• Employer’s Document Management Systems (EDMS): eB, ProjectWise, Aconex, etc.
• SharePoint, computer folder directories
• Microsoft OneDrive
• Contract Admin Systems such as CEMAR and eB Contract Admin.
• Oracle Projects

Question 3

Name some sources of pricing information?

Answer 3

• SPONS and Laxton Pricing Books
• BCIS
• In house cost databases
• Other project cost data/ BoQ’s
• Historical Projects BoQ’s

Question 4

What are some of the benefits of a cloud based storage system?

Answer 4

Systems like OneDrive and Google Drive offer benefits such as global accessibility, a secure platform, flexible and agile working capabilities, and collaborative tools.

Question 5

What acts or regulations are you aware of in the UK and KSA relating to data?

Answer 5

UK - Data Protection Act 2018 (UK’s adoption of GDPR 2018)

KSA - Personal Data Protection Law

Question 6

What are some of the principles relating to UK DPA 2018 and KSA PDPL?

Answer 6

Data is:
1. Fair and lawful
2. It is specific for it’s purpose
3. Adequate for it’s need
4. Accurate and kept up to date
5. Not kept longer than necessary
6. Take people’s rights into account
7. Kept safe and secure

Question 7

When disposing a document what checks do you perform?

Answer 7

First, I assess whether the document needs to be discarded or retained for future use.

If it contains sensitive information, I ensure it is redacted, shredded, and disposed of securely.

For electronic documents, I make sure they are deleted and also removed from the recycle bin.

Question 8

How do you protect information when sharing it?

Answer 8

I use a secure method with encryption to transmit information, when needed.

Additionally, I classify documents into categories such as baseline, client confidential, sensitive, and confidential.