Data Management Level 1

Question 1

Can you tell me three principles of GDPR and the Data Protection Act 2018?

Answer 1

1. Lawfullness, Fairness & Transparency
2. Purpose Limitation
3. Data Minimalisation
4. Accuracy
5. Storage Limitation
6. Integrity and Confidentiality
7. Accountability

Question 2

How do you comply with GDPR and the DPA 2018 in your role?

Answer 2

Through transparency, purpose limitation, data minimisation, accuracy, storage limitation, integrity and confidentiality and accountability.

Question 3

Give me an example of how you process and handle confidential information?

Answer 3

I compose a tenancy schedule, capture the information, review and read, approve then retrieve and archive the information.

Question 4

Give me an example of how you ensure that data is kept securely

Answer 4

I ensure the there are regular system back ups and that data is password protected.

Other examples include firewalls, encryption, antivirus software protection, disaster recovery prtoection.

Question 5

What do the Privacy and Electronic Communications Regulations 2003 apply to?

Answer 5

They apply to specific privacy rights relating to electronic communications. They sit alongside the GDPR 2016 & DPA 2018.

There are specific rules on:

• marketing calls, emails, texts and faxes;
• cookies (and similar technologies);
• keeping communications services secure;
• customer privacy as regards traffic and location data, itemised billing, line identification, and directory listings.

Question 6

What is copyright?

Answer 6

A set of exclusive rights granted to the author or creator of any original work, includes the right to copy.

It can be licensed, assigned or transferred.

Crown Copyright refers to material created and prepared by the government such as laws, OS mapping, public records, official press releases.

Must acknowledge copyright in any work.

Question 7

Can a copyright be transferred?

Answer 7

Yes, they can be transferred, licensed or assigned.

Question 8

What is the Freedom of Information Act 2000?

Answer 8

It gives individuals the right of access to information held by public bodies.

Public Bodies can include the Police, NHS, Public Authorities, State Schools.

Question 9

Can you tell me about the retention of files and the Limitation Act 1980?

Answer 9

Section 5 of the Limitation Act 1980 states that if an issue arises legal action must be bought within 6 years of the issue arising.

Businesses therefore have a responsibility to retain files for at least six years after they expire so they can refer to them if a disagreement occurs.

Question 10

Give me an example of a property information tool

Answer 10

PropertyData

Question 11

Tell me about how you extract data from a source regularly used in your role.

Answer 11

I use PropertyData to select and withdraw important
investment comparable information.

Question 12

What are the limitations of primary/secondary data sources?

Answer 12

Primary
- Private/More accurate and up to date/Relevancy
- Expensive/MoreManpower

Secondary
- Free/Provide Further Research Areas/Accessible
- Relevancy/Accuracy/Out of Date/Size Overwhelming

Question 13

How do you validate information?

Answer 13

Contacting the agent or client involved.

Question 14

What is the difference between a deed and a registered title?

Answer 14

A deed is absolute proof of ownership of a property.

A title is the concept of ownership of the property.

Deed is a receipt to say you bought it and title is like the key to use the property.

Question 15

How do you source title information?

Answer 15

Search HM Land Registry

Question 16

What are the differences between manual and electronic records?

Answer 16

Manual records are physical records that are stored in paper or other tangible formats, while electronic records are stored in digital formats on a computer or other electronic devices.

Question 17

What is an index map?

Answer 17

It shows the location and boundaries of smaller maps or documents covering specific areas within a larger region.

Question 18

What does encryption mean?

Answer 18

Process of converting information or data into a code to prevent unauthorised access or to protect its confidentiality.

Question 19

What is a firewall?

Answer 19

Security system that monitors and controls incoming and outgoing network traffic based on predetermined security rules.

Question 20

How can you protect electronic data from viruses?

Answer 20

Through the use of Virus Protection Software

Question 21

What does block chain mean?

Answer 21

It is a way to keep track of information, like transactions or ownership records, that is secure and transparent because it is stored in many different places, rather than just one central location.

Question 22

Which records are manually kept in your office and why?

Answer 22

Due to Section 5 of the Limitation Act 1980, any documents relevant to a professional work must be kept for 6 years form expiry. Information is kept on any investment deals over the past 6 years.

Question 23

What is BIM and how can it be used?

Answer 23

BIM (Building Information Modelling) is a computer-based system that creates a detailed virtual model of a building, which can be used by architects, engineers, builders, and managers to design, construct, and operate the building more efficiently and effectively.

Question 24

Explain the growing use of AVMs in the indsutry.

Answer 24

An AVM is a computer program that estimates the value of a real estate property using data analysis without the need for a traditional appraisal or inspection. Technologic advancements are increasing quickly, the real estate industry must keep up.

Question 25

What AVMs are you aware of?

Answer 25

KEL Software and CoreLogic

Question 26

What is ISO 9001

Answer 26

ISO 9001 is a set of globally recognised
standard that organisations can follow to make sure their products or services consistently meet customer needs and improve over time.

Question 27

What are the requirements for ISO 9001?

Answer 27

Context of the organisation
Leadership
Planning
Support
Operation
Performance evaluation
Improvement

Question 28

What does ISO 27001 relate to?

Answer 28

Standard that guides organisations in protecting their sensitive information by establishing and maintaining a framework for information security management.

Question 29

Why is quality management important?

Answer 29

Quality management is important because it helps organizations deliver consistent, high-quality products or services, leading to increased customer satisfaction, reduced costs, and a competitive advantage.

Question 30

What is an Electronic Document Management System (EDMS)?

Answer 30

Software that helps organisations store, manage, and track digital documents and images in a centralised location for easy access and collaboration

Question 31

What do you understand by the Civil Evidence Act 1995?

Answer 31

It is a law in the UK that sets out rules for the use of electronic evidence and hearsay statements in civil court proceedings. It provides a framework for the use of electronic evidence in court and allows for certain exceptions to the rule against hearsay, which can make it easier for parties to present evidence in civil proceedings.

Question 32

Are electronic signatures accepted by the Land Registry?

Answer 32

Yes, mercury signatures are allowed

Question 33

What type of documents can electronic signatures be used for?

Answer 33

Contracts (employment agreements, buying/selling of goods)
Financial Documents (loan agreements, credit applications)
Legal Documents (power of attorney)
HR Documents (NDA’s)
Real Estate Documents (Lease)
Government Forms (Tax Returns)

Question 34

What is data redundancy?

Answer 34

Data redundancy is the presence of multiple copies of the same information on databases or information systems.

It can cause difficult storage requirements, data inconsistencies & data maintenance difficulties.

To prevent redundancies, database design is imperative and data normalisation techniques must be used.

Question 35

What is VLOOKUP used for?

Answer 35

It is an excel function which searches for specific data within a range of data.

Question 36

What is a pivot table?

Answer 36

An interactive way to summarise a large group of data. It allows you to see comparisons, trends and patterns in the data.