Data Management

Question 1

What current challenges is Covid and/or Brexit bringing to Data Management?

Answer 1

• More and more things are required to be sent online and therefore more data is therefore required to be stored.
• Terms of Engagement are now signed by signable rather than being sent in the post.
• Being able to set up a remote workforce.
• Conducting meetings over zoom, teams etc
• Sending files over the internet safely.

Question 2

How do you keep your data safe?

Answer 2

• I store my data in Dropbox, OneDrive and Google Drive. I back up my data on to Raid 0 and further back up drives configured to Raid 5.
• On the PC my data files are encrypted.
• My PC also has an antivirus software.

Question 3

What does the ‘right to be forgotten’ mean and apply to?

Answer 3

• The data that people/firms have on someone can be asked to be erased under the GDPR act.
• There is one month to respond to the request.

Question 4

What do you know about the Freedom of Information Act 2000?

Answer 4

• The Freedom of Information Act 2000 provides public access to information held by public authorities.
• It does this in two ways
• public authorities are obliged to publish certain information about their activities;
• and
• members of the public are entitled to request information from public authorities.

Question 5

How long do you keep hard copy records for and why?

Answer 5

• Six years just in case of a claim.
• Claims brought by way of a deed 12 years.
• Latent defects is 15 years.
• And these are kept for in the event of a claim.

Question 6

Name some published data sources that you use at work?

Answer 6

• Rightmove.
• UK Radon Reports.
• Flood Risk Assessment.
• BCIS – Data.

Question 7

What data storage techniques have you implemented?

Answer 7

• I store my data in Dropbox, OneDrive and Google Drive. I back up my data on to Raid 0 and further back up drives configured to Raid 5.
• On the PC my data files are encrypted.

Question 8

Explain Winestate and the Winman Systems?

Answer 8

• These are databases for both sales and management properties.
• You can add purchasers and tenants accordingly along with solicitors and tradesman.

Question 9

What is GDPR?

Answer 9

• The General Data Protection Regulation seeks to strengthen the security and protection of personal data in the EU.
• The GDPR replaces the EU Data Protection Directive.
• This no longer has any jurisdiction within the UK since we have left the EU.

Question 10

What is the Data Protection Act?

Answer 10

• This is a UK domestic Law governing the use of personal data. This now is the UK Law and replaces the GDPR which is only for EU countries.

Question 11

What are the 8 key principles within the Data Protection Act.

Answer 11

1. Data must be collected and used fairly within the Law.
2. Data can only be used the way it is registered with the Information Commissioner.
3. The information held must be adequate for its purpose.
4. The information must be up-to-date.
5. Data must not be stored longer than needed.
6. Data must be used in line with the rights set out in the Data Protection Act.
7. The information must be safe and stored away from unauthorized access.
8. Data must not be transferred outside the European Economic Area unless the country has its own safe data protection law.

Question 12

What happens if you do not comply with GDPR?

Answer 12

1. Up to €10 million, or 2% annual global turnover.
2. Up to €20 million, or 4% annual global turnover.
3. The UK fine is £17.5 million, or 4% annual global turnover.