Data Management Flashcards
What is data?
Raw, unorganised facts that need to be processed
Information = processed data; presented in a context to make it useful
What is primary and secondary data? What is the difference?
• Primary = data observed or collected directly from first-hand experience
○ e.g. drawings, designs, contract documents, cost reports
• Secondary = involves the use of data, already collected through primary research / someone else.
○ e.g. sales/ rental rates - from external sources / agents
○ Think Whitechapel reports - i.e. Savills market reports, or Volterra
○ BCIS – RICS – Building Cost Information Service - Cost and price information collected by BCIS from across UK construction industry, then collated, analysed, modelled, interpreted and made available to facilitate accurate cost planning
What is data management?
It is how data is stored, managed, shared and presented
Why is data management important?
- Turns data into useful information
- Used to inform decisions
- Confidentiality
- Audit trails
- Provides context
How is information stored and shared by your employer?
· Password protected, secure database (Z drive)
· Stored by project, work stream and date.
· All data should be dated and the iteration of that work be clearly marked
· Archives should be used to store outdated work – not to be deleted in case you need to call on previous information.
What are the characteristics of a good database?
- Revisions dated
- User friendly / easy to search
- Clear
- Structured by stages of a project / then by work streams
- Use of a common template across a business
Why is it important to uphold confidentiality and security of data?
- Important when dealing with sensitive information and clients
- To uphold the RICS ethical standards
How do you maintain confidentiality and security of data?
- Password protection
- Code words for projects/ clients
- NDA’s
- Track and monitor views
- Time limit on information
- Redaction of sensitive information
- Confidential documents
What legislation are you aware of?
EU Directive: General Data Protection Regulations 2018 (GDPR)
UN Law: Data Protection Act 2018
Freedom of Information Act 2000
Tell me more GDPR
o Resulted from EU legislation which updated data protection legislation into line with the numerous ways that data is now used.
o Higher penalties for breaches and non-compliance – companies in breach can be fined up to 4%of annual global turnover or 20 million euros (whichever is higher).
o Gives the public more say over which organisations can access their data and what they do with it
o Applies to all companies processing personal data in the EU
o Consent must be given in an intelligible and easily accessible form
Tell me about the Data Protection Act 2018
o Brought data protection laws in alignment with the digital age (superseded 1998 Act)
o Covers collection, storage and processing of data.
o Give rights to those who have information about themselves used. Set of rules that have to be followed (in accordance with GDPR)
o Relates to data stored electronically or in a filing system.
o Data must be accurate and kept up to date. Exempt when data is being used for crime / tax purposes
o Sets new standards for protecting general data, in accordance with the new GDPR
Tell me about the Freedom of Info Act 2000
o Right to access / review information held by public authorities
o Idea to promote more openness from the Govt
o Regulated by the Information Commissioners Office
o Balance between transparency and protection
o Doesn’t provide access to personal data
What is your companies GDPR policy?
Sets out how M3 uses data of data subjects • Commitment to being clear and transparent in how it is used and protecting its confidentiality, security and integrity.
• 6 principles:
o Processed lawfully, fairly and in transparent manner
o Collected only for specific purposes and not used in a way incompatible with those purposes
o Adequate, relevant and limited to what is necessary for the purposes
o Accurate and appropriately up to date, with every reasonable step taken to erase or rectify inaccuracies
o Not retained for longer than necessary for the purposes
o Kept appropriately secure and confidential against unauthorised use or accidental damage or destruction
• Criminal offence if used incorrectly
• Allocated data protection manager to consult if unsure
What RICS guidance is there on data?
These were published to support those who may wish to go it alone and set up their own business. Support provided by RICS.
- Electronic Data Management Guidance Note (EDMG) – developed in response to grown of electronic document exchange and storage.
- Electronic Document Storage Guidance Note (EDSG) –Electronic Document Storage Guidance Note - Business continuity
What are the key principles of GDPR and the Data Protection Act?
- information used lawfully, fairly and transparently
- collected for specified, explicit and legitimate purposes
- adequate, relevant and limited to necessity
- accurate (kept up to date)
- kept no longer than necessary
- kept safe
