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RICS > Data Management > Flashcards

Data Management Flashcards

1
Q

How long do you need to keep data for?

A
  • 6years if the contract is signed underhand.
  • 12years if the contract is signed as a dead.
  • RICS recommends up to 15 years, this is the limitation period for most legal claims.
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2
Q

What type of data systems are used in your organisation?

A
  • Shared hard drives.
  • Backup servers.
  • Online storage systems such a Dropbox.
  • Software such as Microsoft Teams.
  • Project extranet.
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3
Q

What is a Project extranet system?

A

A Computer network that allows external parties to view project files on a secure platform.
Advantages:
- Improves communication
- 24-hour access
- Efficient
- Secure (access and permission settings can be applied)
Disadvantages:
- Can be expensive
- Requires maintenance
- May require user training to operate.

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4
Q

What are the benefits of cloud-based storage systems?

A
  • Easy access anywhere is the world
  • Secure/password protected
  • Low set up cost
  • Teams can work in ‘real time’
  • Access control / restrictions available for confidential for files and folders.
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5
Q

What sources of pricing data are available?

A
  • BCIS
  • Pricing books such as Spon’s
  • Benchmarking
  • In house records and databases
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6
Q

What are pricing books?

A
  • Assists with estimating and valuing variations etc.
  • Pricing books cover all the major areas of the construction process, from dilapidations and low maintenance work all the way up to new builds, both large and small.
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7
Q

What is the BCIS?

A
  • Building Cost Information Service
  • Provides cost and price data for the UK Construction Industry. The data will help to produce specific estimates for option appraisals, provide early cost advice and plan costs and benchmarks.
  • Part of the RICS.
    (OR)
    Building cost information service od RICS is leading international professional body providing construction cost and price data to professionals in the built environment
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8
Q

What is the Data Protection Act 2018?

A
  • The Data Protection Act 2018 controls how personal information is used by organisations, businesses or the government.
  • The Data Protection Act 2018 is the UK’s implementation of the General Data Protection Regulation (GDPR).
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9
Q

What is GDPR?

A

GDPR is a regulation in EU law on data protection and privacy in the European Union and the European Economic Area. It also addresses the transfer of personal data outside the EU and EEA areas.
(OR)
General Data Protection Regulation EU. It became model for other countries whom adopted similar principals.

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10
Q

Who are the key persons outlined within GDPR?

A
  • Data Controller- person that decides how and why to collect and use the data. The controller must make sure that the processing of that data compiles with data protection law.
  • Data Processor- a separate person who processes data on behalf of the controller and in accordance with their instructions.
  • Data Subject- individual whom personal data is about.
  • Data Protection Officer- is a guarantor of compliance with the data protection regulations, without replacing the functions carried out by the supervisory authorities.
    (OR)
    “Controller: legal entity to purposes the means of the processing data
    Processor: acting on behalf of the controller
    DPO (data protection officer) : is leadership role exists within companies that process the
    personal data of EU citizens”
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11
Q

What are the 7 key principles of GDPR?

A
  1. Lawfulness, fairness and transparency.
  2. Purpose limitation
  3. Data minimisation
  4. Accuracy
  5. Storage limitation
  6. Integrity and confidentially (security)
  7. Accountability.
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12
Q

What are the 8 individual rights under GDPR?

A
  1. To be informed
  2. To access
  3. To rectification
  4. To erasure
  5. To restrict processing
  6. To data portability
  7. To object
  8. To automated decision making & profiling
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13
Q

Who enforces GDPR?

A

The Information Commissioner’s Office.

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14
Q

What is the Freedom of Information Act 2000?

A
  • 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.
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15
Q

If you intend to destroy a document, what things should you consider beforehand?

A
  • Is the document an original contract/legal document?
  • Could the document be required for litigation or other proceedings?
  • Does the document relate to a live project?
  • Is a back-up copy available?
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16
Q

What measure could be taken to protect commercially sensitive information?

A
  • Have a non-disclosure agreement in place.
  • Physical separation of staff.
  • Security of stored documentation, including locked filing cabinets and password protected servers.
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17
Q

Are there any ways that we can protect data when we are transferring it on a client’s behalf?

A
  • Encryption and password locking
  • Recorded special delivery
  • Mark it as confidential
  • Using secure networks and software
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18
Q

What is an information barrier?

A

A Physical and/or electronic separation of individuals within the same firm. The aim is to protect confidential information.

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19
Q

what is DBMS

A

“allows different user application programs to concurrently access the same database It
provides facilities for controlling data access enforcing data integrity, managing concurrency
control and recovering the database after failures and restoring it from backup files,
as well as maintaining database security.”

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20
Q

what is Non disclosure agreement

A

agreement used to to protect against sharing any confidential data

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21
Q

Important of BIM

A

“When BIM is integrated with asset management systems such as computer-assisted facilities
management platforms, building management systems and performance-related telemetry
, we can create a dynamic digital twin where there is substantial value”

22
Q

Why using BIM ?

A

“Reduced energy consumption and improved sustainability
Optimised asset and facility management over the entire life cycle
More accurate cost predictability and improved scheduling
Fewer project errors and clashes
Optimised design techniques”

23
Q

How do you set-up technical library in your project?

A

”- Internal Data
creating a folder for internal data such as contract bill of quantities, drawings, specification, pre-qualified suppliers list and pre-qualified subcontractor list.
- External Data
creating a folder for external data such as cost data, standard method of measurements, market economy studies, rules, legislation and law.”

24
Q

What is intranets?

A

A system of connected computers that works like the internet and allows people within an organization to communicate with each other and share information:

25
Q

What is extranets?

A

A system of computers that makes it possible for particular organizations to communicate with each other and share information.

26
Q

Where do you get cost information from ?

A

a) In house historic data
b) Benchmarks
c) BCIS
d) Building cost models
e) SPONS and other price books (Laxtons etc)
f) Sub contractors and suppliers

27
Q

What is elemental cost analysis ?

A

a full appraisal of costs involved in previously constructed buildings and is aimed mainly at providing reliable information that will assist in accurately estimating cost of future buildings. It provides a product-based cost model, providing data on which initial elemental estimates and elemental cost plans can be based

28
Q

Where can you get elemental cost analysis from ?

A

The New Rules of Measurement (NRM) are published by the Royal Institute of Chartered Surveyors (RICS). They provide a standard set of measurement rules for estimating, cost planning, procurement and whole-life costing for construction projects.

29
Q

Name few external sources for data management

A

Laxton 2017, Spons pricing book, Market information, historical data

30
Q

How is the cost data stored and filed?

A

Related data are saved in internal servers, individual PCs, external drives or document management system servers, protect by passwords and access restrictions.

31
Q

Storage of project data

A

“Client: Enter in an NDA
Contractor: assign passwords to computers and restrict un-authorized access, keep back up of the data stored to avoid any loss of data “

32
Q

How would you provide greater accuracy with cost plans?

A

Using market testing and benchmarking

33
Q

What is Database?

A

“an organized collection of structured information, or data, typically stored electronically in a computer system.
A database is usually controlled by a database management system (DBMS).”

34
Q

What is data base development?

A

Designing a data base and data model and analyzing requirement and their intent as a raw data, it aims to create a structure that will allow for efficient storage and retrival data

35
Q

Examples of data base?

A

Oracle Database, PostgreSQL, Informix

36
Q

What is Business management system? BMS

A

A Business Management System is a set of tools for planning and implementing policies, practices, guidelines, processes and procedures that are used in the development, deployment and execution of business plans and strategies and all associated management activities

37
Q

the advantages of BMS ?

A

”* Enables creating complex business process spanning different departments and locations
* Monitors and maintains processes to ensure optimal efficiency
* Modifies existing processes to enable changes to the process as the organization grows”

38
Q

Some examples of Business Systems

A

Marketing. Sales. Operations. Order fulfillment

39
Q

Bahrain Data Protection Law?

A

Bahrain enacted Law No. 30 of 2018 with respect to Personal Data Protection (“PDPL”).

40
Q

GDPR Aim?

A

“Component of privacy and human law. Main aim is rights to protect personal data and privacy.
1. Enhance control and rights of Personal Data.
2. Address transfer of personal data outside country.
3. Regulatory environment for business to control persona data.”

41
Q

Intranet vs Extranet?

A

“Internet is a global collection of computer networks known as the world wide web.
Intranet is an online network only company employees can access.
Extranet is an extension of an intranet. It lets approved third parties (such as vendors or customers) access restricted information.”

42
Q

EDMS?

A

“Solution to store, manage, and retrieve documents for authorized users, often providing search functionality, mobile document access, document distribution, and editing functionality.
For example PMWeb”

43
Q

UK retention period for docs

A

6yrs

44
Q

How long Business should retain documents of accounting?

A

Retention period of records and accounting books of taxable person is 5 years.

45
Q

Document retention in Bahrain for construction project?

A

“Liability is 10 years for architects/contractors.
Limitation of liability, claim not heard in court after 3 years of discovery.”

46
Q

UAE and KSA?

A
47
Q

Appropriate legislation dictating the storage and sharing of information

A
48
Q

As a QS what is the need to create data base ?

A
49
Q

As an Estimator what is the need to create data base ?

A
50
Q

One of your employees is releasing the company’s confidential information to the third part, how would you deal with it, what actions would you take on this issue?

A

RICS (16 decks)

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