Data Management Level 1 Flashcards
Can you tell me three principles of UK GDPR and the Data Protection Act?
Lawfulness, Fairness and Transparency
Purpose limitation
Data minimisation
Accuracy
Storage Limitation
Integrity and confidentiality
Accountability
How do you comply with the UK GDPR and Data protection act in your role?
Follow RICS professional standards guidance on data management:
- think about whether information is personal information, sensitive personal information or confidential information from clients or other stakeholders
- document purposes for which you are allowed to hold the information and the processes for gaining consent if applicable
- keep a record of consent (where needed for processing storage and retention
- check if you have appropriate contractual clauses for use of the information or that data used for measurement, valuation, calculations, analysis, is owned or licensed for that use.
Also think about whether it is right to use information in the way you intend. Could there be damage to people or reputation.
Give me an example of how you process and handle confidential information?
- Client personal data limited to name and address
- Retained in electronic file for client
- Retained in paper file for client.
- identified by project name and number. Not sensitive data but is confidential data
Give me an example of how you ensure that data is kept securely
Have passwords to access computers
Data security on PC and laptop
What do the privacy and electronic communications regulations 2003 apply to?
Electronic communications -
Specific rules on - marketing calls, emails, texts and faxes
- cookies
- keeping communication services secure
- customer privacy
What is copyright?
It is intellectual property right that gives owner exclusive legal rights in creative work
What is intellectual property?
legal rights in intangible assets eg
copyright, trademarks, patents, registered design rights
Can intellectual property be transferred?
Yes, intellectual property rights can be transferred
What is the freedom of information act 2000?
legislation that grants the public right to access information from public authorities and certain public organisations
Can you tell me about the retention of files and the limitation act 1980?
Limitation Act 1980 sets timeframes in which legal action has to be commenced - contract or tort is usually 6 years.
Companies often align their data retention with limitation so that have information available should it be required for legal action arising from the project.
Give me an example of a property information tool?
BIM - building information modelling
Tell me about how you extract data from a source regularly used in your role?
BICS data
What are the limitations of primary / secondary data sources?
Primary data:
- collection of primary data can be costly and timeconsuming
- may not be feasible in some cases due to complexity and commitment required
Secondary data:
- often more accessible
- may be less relevant
How do you validate information?
Not really something that need to do. Give me an example of information that would need to be validated
What is the difference between a deed and a registered title
A deed may be registered title but may be pre-registration document
Registered title is the title information held at land registry and usually includes deeds etc, but only information post registration
How do you source title information?
Apply to the land registry - can get office copies downloaded online if you know the registered title number or address. If not may have to do index map search.
What are the differences between manual and electronic records?
Manual records are hard copies - paper copies
Electronic records are those stored on electronic devices - computers, servers, in the cloud
What is an index map?
It is a copy of the land registry registered titles for a specific area
What does encryption mean?
A method of protecting electronic data to maintain confidentiality
What is a firewall?
Electronic security that prevents data from passing on to a device - like a security guard on a door
How can you protect electronic data from viruses?
By using a firewall, anti virus software, backup computer, use passwords, be careful what you download
What does block chain mean?
an electronic spreadsheet or database that records transactions
Which records are manually kept in your office and why?
Office manual and copy of policies
Invoices and accounts (copies received with deliveries)
Client records - paper copies of drawings, handwritten notes, spreadsheets, reports that have been printed
What is BIM and how can it be used?
Building information modelling is an electronic record of information relating to a built asset
