8 - Data management Flashcards
Can you tell me three principles of GDPR and the Data Protection Act 2018?
- Lawfullness, fairness and transparency
- Purpose limitation *collected for specified, explicit and legitimate purposes
- Data minimisation* (adequate, relevant and limited to what is necessary)
- Accuracy accurate & up to date
- Storage limitiation kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed
- Integrity and confidentiality (security)
- Accountability processed in a manner that ensures appropriate security of the personal data
How do you comply with GDPR and the Data Protection Act 2018 in your role?
- Correctly dispose of sensitive and confidential documents i.e. shredding
- Comply with clients data protection policy
- complete client training
- Sharing of confidential data using secure databases and sharepoint
- Seek private rooms/areas to discuss confidential matters
- Check emails are sent to correct person
- Secure holdall for documentation, phone/laptop when on site
- Ensure identifiable docs, i.e. photos, drawings are kept secure
Give me an example of how you process and handle confidential information?
Use cloud-based storage systems, and have set up sites via my clients cloud for consultants to share project information i.e. property details, site photos.
Give me an example of how you ensure that data is kept securely?
- Use cloud-based systems
- Dont leave documentation on desks, or uncollected at printers
- Sensitive information encrypted or use Egress
- Discuss confidential information in private areas
- Ensure confidential notes are put in the confidential waste bin
How do you protect electronic data from viruses
- Dont click links from suspicious or unknown accounts
- Data management training
- Password protected accounts
- Act in accordance with IT policy
Which records are manually kept in your office and why
Floor plans and as-built drawings:
* Accessible
* Archived in locked room
What do the privacy and electronic communications regulations 2003 apply to?
If you:
* market by phone, email, text or fax
* use cookies or a similar technology on your website;
* or compile a telephone directory
(Sit alongside Data Protection Act and GDPR, gives people special rights in relation to electronic comms)
What is copyright?
Copyright is a legal right, which protects the copyright owner and/or the creator of a work, i.e. patents and trademarks.
Can copyright be transferred?
Owners of copyright can use, sell or license a work (to a third party)
What is the Freedom of Information Act 2000?
- Provides the public access to information held by public authorities
- Public authorities have to publish certain info about their activities
- members of public are entitled to request info from public authoriities
Give me an example of a property information tool?
Gov.uk for land and property info, i.e. title plan, title register
What is a pivot table?
A PivotTable is a tool to calculate, summarize, and analyze data that lets you see comparisons, patterns, and trends in your data
What is a VLOOKUP used for?
A function that searches for the value you specify
It is a function that makes Excel search for a certain value in a column, in order to return a value from a different column in the same row
What type of documents can electronic signatures be used for?
- Acceptance or agreement
- Digital certificate
- i.e. payment cert, site inspection reports, appointment docs, PC cert
What is ISO 9001?
the international standard that specifies requirements for a quality management system (QMS).
Organizations use the standard to demonstrate the ability to consistently provide products and services that meet customer and regulatory requirements.
