7. Data Management Flashcards
What is Data?
Facts or figures, or information that’s stored in or used by a computer.
Examples of Data:
Emails
Tender Returns
Benchmarking
Project Directories
What is Data Management?
The practice of collecting, keeping, and using data securely, efficiently, and cost-effectively
Why is Data Management Important?
Easier to store and retrieve data where stored in logical order.
Ensure data privacy and security.
Stored across multiple clouds and on premises, providing higher availability and disaster recovery.
Archive and destroy data in accordance with Data Protection Act 2018.
How is project information is stored within your employer’s organisation?
Via a cloud system - to enable remote working and backed up storage of data in event of disaster.
How is data collected, analysed and stored within your employer’s organisation?
Emails
Excel Spread Sheet
Own Intranet Libraries - Dynamics and Sharepoint
File Systems - project numbers, file numbers etc.
What documents and data control systems do you employ on your projects?
Smart Sheet - allows technical submittals to be uploaded by the contractor and comments provided on a single platform by the client’s design team.
Dropbox - allows the design team members to upload design information to coordinate designs from RIBA Stage 3 Spatially Coordinated Design Onwards.
What internal cost databases are there in your business?
Internal: Cost Plans Tender Returns Contract Sum Analysis / Valuation Documents Financial Accounts
External:
BCIS – RICS Building Cost Information Service.
Pricing Books –SPONS (Cost Adjustment Factors).
Journals – Building Magazine.
Market Testing – Suppliers.
What legislation dictates Data Management?
Freedom of Information Act (2000)
General Data Protection Regulations [GDPR] 2016
Data Protection Act 2018
What is Freedom of Information Act (2000)?
Gives you the right to access recorded information held by public sector organisations.
An organisation could refuse your request if the information is sensitive or the costs are too high.
What should you do if you receive a freedom of information act?
You normally have 20 working days to respond to a request.
For a request to be valid under the Freedom of Information Act it must be in writing.
Requesters do not have to mention the Act or direct their request to a designated member of staff.
What is General Data Protection Regulations [GDPR] 2016?
The definition of personal data is ‘data which enables an individual to be identified from it.
It is a criminal offence punishable by an unlimited fine to store personal data on a computer without registering with the persons approval.
What are the penalties under GDPR 2016?
Non-compliance can be up to €20 million or 4% of annual turnover, whichever is higher.
GDPR allows individuals to claim compensation for material and non-material damage resulting from data security lapses.
What is Data Protection Act 2018?
UK’s implementation of the General Data Protection Regulation (GDPR).
Everyone responsible for using personal data has to follow strict rules called ‘data protection principles’.
They must make sure the information is: used fairly, lawfully and transparently.
The UK’s 2018 Data Protection Act is an almost identical copy of GDPR for a reason: when the UK leaves the EU, there won’t be a huge shift in the law.
What are the 8 key principles for handling personal data under Data Protection Act 2018?
Fairly and lawfully. Specific for its purpose. Adequate and only for what is needed Accurate and up to date. Not kept longer than necessary. Not transferred outside EU without adequate protection. Processed in line with data subject’s rights. Kept safe and secure
What are the penalties under DPA 2018?
Non-compliance can see Companies fined up to £500,000, or 1% cent of annual turnover.
