Data Management Flashcards
(28 cards)
Give me an example of how you process and handle confidential information.
I follow my organisation’s policies and procedures when handling confidential information. During a confidential valuation, a non-disclosure agreement (NDA) was signed, and all project-related documents were stored in a secure, access-controlled system with access limited to only those directly involved in the instruction. I ensured that no details were discussed in informal settings. Once the instruction was complete, the confidential data was securely archived in a locked file in accordance with data management protocols.
Give me an example of how you ensure that data is kept securely.
I ensure data is kept securely by using strong passwords and multi-factor authentication (MFA) to protect access. I limit access controls so only authorised individuals can view or edit sensitive information. I also ensure that data is regularly backed up on secure servers, and I undertake training on data protection and cyber security best practices.
What is copyright
Copyright grants creators of original works the exclusive rights to control how their works are used and distributed. This includes the right to reproduce the work, distribute copies, display or perform the work publicly.
Give me an example of a property information tool.
Property Monitor, Property Finder, MEED Projects, Dubizzle, Bayut, REIDIN, Quanta
What are the limitations of primary/secondary data sources?
Primary source can be costly and timely (surveys, collecting data) and sample size can impact the accuracy
Secondary source: quality may vary, along with reliability, relevance
How do you validate information?
I validate information by checking the credibility of the source, looking for corroboration from multiple reliable sources, confirming the date of the data, and evaluating the evidence for accuracy and relevance.
What is the difference between a deed and a registered title?
- A deed is a legal document that serves as evidence of ownership or an interest in a property;
- a registered title is an official record of ownership of a property that has been registered with the relevant government agency.
How do you source title information?
I source title information from official documents provided by the client, typically issued by relevant authorities such as the Dubai Land Department (DLD) website, Department of Municipalities and Transport platforms like MyLand and Quanta, Sharjah Real Estate Registration Department, and the Ajman Department of Land and Real Estate Registration.
What are the differences between manual and electronic records?
Manual records refer to physical documents that are created, maintained, and stored in paper format, while electronic records refer to digital documents that are created, maintained, and stored electronically.
What is index map?
An index map is a reference map that shows the layout and boundaries of land plots or properties within a certain area. It helps identify the location, size, and parcel numbers of properties and is commonly used for land registration, planning, and valuation purposes.
For example, in the UAE, index maps may be issued by authorities like the DLD, DMT to support title deeds and confirm land ownership and boundaries.
What does encryption mean?
Encryption is the process of converting data into a coded form that can only be accessed by authorized users who have the encryption key. Encryption is used to protect sensitive information
What is a firewall?
A firewall is a network security device that is designed to monitor and control incoming and outgoing network traffic based on a set of predefined security rules. The primary function of a firewall is to act as a barrier between an organization’s internal network and the external network (the Internet), to prevent unauthorized access, and to protect against malicious activities such as hacking, malware, and other cyber attacks.
What does block chain mean?
Blockchain is a type of digital database or ledger where information is stored in a series of linked blocks. Each block contains a list of transactions, and once a block is full, it is sealed and linked to the previous one forming a chain.
The key features of blockchain are:
* Decentralisation: Data is stored across many computers not in one central location.
* Transparency: Transactions are visible to all participants on the network.
* Immutability: Once data is added, it cannot be changed or deleted without consensus.
* It is commonly used in cryptocurrencies like Bitcoin, but also has applications in real estate, supply chains, contracts, and identity verification.
What is BIM and how can it be used?
BIM (Building Information Modeling) is a digital representation of the physical and functional characteristics of a building or infrastructure project. BIM allows for the creation of a detailed virtual model of a building or structure that includes information about its design, construction, and operation.
Design planning, construction, facility management
Explain the growing use of AVMs in the valuation industry.
AVMs (Automated Valuation Models) - are computer algorithms that use statistical models and data analysis to estimate the value of a property without valuer exercising professional judgement. AVMs have been increasingly used in the valuation industry due to their ability to provide quick and cost-effective valuations.
One of the main advantages of AVMs is their speed and efficiency. AVMs can quickly analyze large amounts of data, such as recent sales, property characteristics, and market trends, to provide an estimate of a property’s value.
However, AVMs are based on statistical models and historical data, which may not capture all relevant factors that can impact a property’s value, such as unique features or market trends that have not yet been reflected in recent sales data. AVMs can also be less accurate in markets with a limited number of sales, or in situations where there is significant variation in property characteristics within a market.
The Red Book 2025 recognises AVMs and AI tools but makes clear that a valuation is not compliant unless a professional valuer applies their expertise and judgement throughout the process.
What is an Electronic Document Management System (EDMS)?
An Electronic Document Management System (EDMS) is a software-based system used to manage, store, organize, and track electronic documents. It provides a centralized system for documents that can be accessed by authorized users from anywhere with an internet connection.
What is data redundancy?
Data redundancy refers to the duplication of data within a database or information system resulting in unnecessary storage of data.
What is VLOOKUP used for?
VLOOKUP is a function in Microsoft Excel that is used to search for a specific value in a table or range of cells, and then return a corresponding value from another column in the same row.
What is a pivot table?
A pivot table is a data analysis tool in Microsoft Excel that summarizes and reorganizes large amounts of data in a concise way. Pivot tables can be used to quickly analyze and visualize complex data sets and identify trends and patterns
How did you secure your land transaction tracker?
The land transaction tracker was securely stored in the designated folder on my company’s system drive, with access restricted to the valuation department. It was also encrypted with a password, which I shared with authorised colleagues.
How did you ensure you were entitled to hold all of the information on it?
I was not entitled to hold all the information myself, but I was responsible for updating the transactions in the dataset. I ensured that only data from reliable sources were added.
How often did you review the data to ensure it remained relevant?
I was adding new transactions whenever the team was aware of new transactions. I would also undertake monthly checks in Property Monitor, REIDIN, Quanta to check for new transactions.
How do you ensure data is easy to find when needed on your system?
Each project is assigned a unique reference number, and folders are organised by client name with a clear reference number and project description, which makes it easy to search and retrieve information. When sharing data internally, I provide either the reference number or a direct secure link to the relevant folder.
Do you keep client records post engagement, if so, for how long?
I keep client records post-engagement for a period defined by my organisation’s policy and regulatory requirements, typically six years, unless a longer period is required for audit, or legal reasons.
