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Question 1

What is data?

Answer 1

Any kind of Information, especially facts or numbers, collected to be examined and used to help decision making

Question 2

What legislation is relevant to data management?

Answer 2

The Data Protection Act 2018
UK GDPR
Freedom of Information Act 2000

Question 3

Name the main sources of data in your professional life?

Answer 3

Land registry
BCIS
Leases
RICS guidance notes / professional statements

Question 4

What is the definition of artificial intelligence?

Answer 4

Computer systems that are able to perform tasks which usually require human intelligence

Question 5

What software and other systems do you use in your professional life?

Answer 5

Microsoft office for example word and excel
Argus developer

Question 6

How and where do you store data within your organisation?

Answer 6

Sharepoint
Agency pilot
Onedrive
VH intranet

Question 7

How long should data be kept?

Answer 7

Depends on the type of data. Typically 7 years if a contract
12 years if a deed
Up to 15 years potentially

Question 8

How do you record inspection data?

Answer 8

Pen and paper then scan into electric file
Use company check list

Question 9

What’s the Freedom of Information Act 2000?

Answer 9

A primary piece of legislation that controls the access to official information

The act permits the public right of access to information held with public authorities

Information must also be published through the public authorities publication scheme

Act covers all information help not just information since the act came into effect

Question 10

What is your understanding of confidentiality?

Answer 10

Information that isn’t to be shared with prior permission

Question 11

What do you understand by the term Meta Data?

Answer 11

Meta data is information about a specific piece of data. For example the author of the data or the date the document was created

Question 12

What are the benefits of cloud-based systems?

Answer 12

Information is backed up securely on encrypted servers

Often cheaper than the costs of physically storing and managing files / data

Convenient to send and share files online instead of physically

Multiple users can access the same documents

Documents can be synchronised

Question 13

What’s the Data Protection Act 2018?

Answer 13

It manages how personal data is processed by organisations and the government

Question 14

What are the key principles of the UK GDPR?

Answer 14

Data must be:
1) processed lawfully, fairly and transparently
2) purpose limitation
3) data minimisation
4) accuracy and up to date
5) storage limitation
6) integrity and confidentiality
7) accountability

Question 15

What are the 8 individual rights under UK GDPR

Answer 15

Right to be informed
Right of access
Right to rectification
Right to erasure
Right to restrict processing
Right to data portability
Right to object
Rights to automated decision making

Question 16

How can you ensure data security ?

Answer 16

Use disk encryption, regularly back up data off site, password protection, and utilise anti-virus software

Question 17

What is to happen if there’s a data breach?

Answer 17

Inform the ICO within 72 hours when there is a loss of person data and a risk of harm to individuals

Question 18

What’s an NDA

Answer 18

Non-disclosure agreement
A binding contract between 2 or more parties that prevents sensitive information from being shared with others

Question 19

What fine is there under the UK GDPR 2021?

Answer 19

Fines up to 4% of global turnover of the company or £17.5 million (whichever is greater)

Question 20

How do you ensure you comply with data protection legislation?

Answer 20

I ensure I only keep information that I really need and ensure people know why I’ve got it. I don’t pass on personal information. I ensure data is stored secured with limited access.

Question 21

What’s your understanding of an information barrier?

Answer 21

The separation between different departments within an organisation. Essentially blocks the exchange of confidential information and prevents conflict

Question 22

What’s a data controller ?

Answer 22

A data controller dictates how and why data is going to be used by an organisation. In terms of GDPR, the data controller has the most responsibility when it comes to the privacy and right of data