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Will P > Data Management > Flashcards

Data Management Flashcards

1
Q

What is triangulation?

A

Process used to verify data through an alternative source
- Important when considering reliability of a source and risks

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2
Q

How have you ensured data is secured safely?

A
  • Regular back ups undertaken off site
  • Disk encryption
  • Firewalls and disaster recovery procedures
  • Using anti-virus protection
  • Password protection
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3
Q

What is copyright?

A

Exclusive rights to work provided to the author or creator
- Rights can be assigned and transferred
- Essential to acknowledge any copyright in your own work

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4
Q

What is crown copyright?

A

Refers to material created and prepared by the government, such as laws, public records and OS mapping

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5
Q

What is Data Management?

A

The practice of collecting, storing and using data securely, efficiently and cost effectively

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6
Q

What is hard and soft data?

A

Hard - quantifiable
Soft - less measurable - e.g. opinions

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7
Q

What is an information barrier?

A

Physical or electronic barrier which prevents the transmission of information between individuals or firms

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8
Q

What is GDPR?

A

EU General Data Protection Regulations (2016)

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9
Q

What is the Data Protection Act (2018)

A

UK implementation of GDPR

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10
Q

When did the Data Protection Act come into force?

A

25th May 2018 - replace 1998 DPA

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11
Q

What is the purpose of GDPR?

A

Harmonise data protection across the EU
Alter how personal data is managed and handled to ensure stricter regulation

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12
Q

How have consent conditions been strengthened under GDPR?

A

Consent must be given with the purpose of data processing attached to that consent
- It must be as easy to give consent as it is to reverse it

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13
Q

When did GDPR come into force?

A

25th May 2018

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14
Q

What is the role of the Data Protection Act?

A

Controls how personal information is used by organisations, businesses and the government
- Also govern data protected by GDPR

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15
Q

Is there any RICS guidance on Data Management?

A

(Archived) RICS Guidance Note - Electronic Data Management

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16
Q

Why did the Data Protection Act come into force?

A
  • 1999 - Respond to the rise of Data
  • 2018 - incorporate new GDPR regulation s
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17
Q

What are the key principles of GDPR / DPA?

A

Data must be
- Lawful, fair and transparent
- Collected for specified, legitimate and explicit purposes
- Adequate, relevant and limited to necessity
- Accurate and kept up to date
- Kept no longer than required
- Kept safe

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18
Q

What are the 8 individual rights under GDPR?

A

1) To be informed
2) To have access
3) To rectification
4) To erasure
5) To restrict processing
6) To data portability
7) To object
8) To automated decision making and profiling

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19
Q

Who does GDPR affect?

A

All companies who hold date EU data

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20
Q

Who polices and regulates GDPR in the UK?

A

Information Commission Office (ICO)

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21
Q

What are the penalties under GDPR and DPA?

A

Greater of 4% annual turnover or 20m euros

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22
Q

What should you do in the event of a GDPR breach?

A

Report to the ICO in 72 hours

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23
Q

What is the right to be forgotten?

A

Article 17
Individuals have the right to have personal files erased if:
- Data no longer required
- Data has been processed unlawfully

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24
Q

What is data portability?

A

Right for a data subject to receive personal info concerning them which they have provided and transmit data to another controller

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25
Q

What is privity by design?

A

Legal GDPR requirement
- Requires data protection from onset of designing a system, rather than in addition

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26
Q

What is a data controller?

A

Decides how and why personal data is processed and is directly responsible for GDPR

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27
Q

What is a data processor?

A

Someone who processes data on behalf of and in accordance with a data controller instruction

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28
Q

What is a data subject?

A

Individual whose data is about

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29
Q

What is a data protection officer?

A

Person responsible for compliance with data protection regulations - monitor and ensure internal compliance

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30
Q

What constitutes personal data?

A

Any information relating to a person that identifies that person
e.g. photo, name, email, bank details

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31
Q

What are examples of personal data under GDPR that relate to property companies?

A
  • Details of fund managers
  • Data relating to managers
  • Background checks
  • Valuations
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32
Q

What is the right to access?

A

Individuals have the right to obtain conformation that their data is being processed - access to their personal data

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33
Q

What is a GDPR breach notification?

A

Duty under GDPR - must report breach in writing within 72 hours
If breach means an individuals rights or freedom may be impacted - must be reported straight away

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34
Q

How are breaches discovered?

A
  • Loss of equipment
  • Access logs
  • Theft
  • Serious data security incident
35
Q

What are examples of data held by surveying firms that are covered under GDPR?

A
  • Emails
  • Other records
  • Customer info held for marketing
  • Data held to service client - e.g. bank details
36
Q

What are obligations imposed by GDPR?

A
  • Having knowledge of data held and processed
  • Ability to delete every instance of an individuals data
  • Demonstrate compliance in managing data
  • Prove how info is being used
  • Offer data portability
37
Q

What is RICS guidance for GDPR compliance?

A
  • Conduct data reviews
  • Encrypt
  • Keep data anonymous
  • Understand data processes
38
Q

What is Workman’s policy for data protection?

A

Comply with GDPR / DPA
- Report any breaches to data officer in 72 hours - or line manager

39
Q

What is a privacy notice?

A

Identify who data controller and data protection officer is
Also should include:
- What information is held
- What information is used for
- Which 3rd parties may you share information with
- How long info is held
- What legal right a firm has

40
Q

What is a SAR?

A

Subject Access Request
- Demand that an individual be given information a company holds about them

41
Q

What is the Freedom of Information Act (2002)?

A

Gives individuals the right to request information held by public bodies
Public body must
- Confirm whether they hold the info
- Provide the info in 20 days of request

42
Q

Can you provide an example of when you handle confidential information?

A

Data input forms - add, amend and remove data
Sending info to solicitors - use secure data room
Anonymise employee liability info for TUPE
Password and account for management systems

43
Q

How do you protect data when transferring to a client?

A
  • Encryption and password protection
  • Recorded special delivery
  • Using secure network and software
44
Q

What is an encryption?

A

Mathematical function that encloses data in a way where only authorised users can access it

45
Q

What is a firewall?

A

Secure network system which monitors and controls incoming and outgoing traffic based on predetermined rules

46
Q

When do you extract data in your role?

A

Using leases to fill out new lease forms
- Form filled out and sent securely to senior team member to sense check.
- Then sent to data team to securely upload to TRAMPS
- Data then held securely using password protection

47
Q

What management systems do you use?

A

TRAMPS
SharePoint
vroom
Horizon
EFS
Quooda /Meridian

48
Q

What is an ISO 9001?

A

Set out requirements for how firms should control data and documents relevant to the service they provide

49
Q

Can you provide an example of a property information tool?

A

Government search website - title register
vRoom
Horizon
TRAMPS

50
Q

What do you know about the retention of files under the Business Limitations Act 1980?

A

Legal Action must be brought within 6 years of issue arising
Business have responsibility to hold records for 6 years after they expire

51
Q

What do you know about the Privacy and Electronic Regulations (2005)?

A

Unlawful to transmit automated recorded message for marketing via telephone, unless prior consent of subscriber provided

52
Q

How do I ensure data is kept securely?

A

Restrict access via password protection
Firewalls - prevent hacking
Undertake training
Don’t share confidential info and anonymise

53
Q

What is AVM?

A

Automated Valuation Model
Use data on property database to calculate property value

54
Q

What guidance does the RICS provide on AVM?

A

RICS Roadmap: Automated Valuation Model Roadmap for RICS Members and Subscribers

55
Q

Why has the use of AVM been growing?

A

Increased availability of data
Avoid litigation costs associated with personal error

56
Q

What is an electronic document management system?

A

Type of software which stores, organises and manages documents in the form of electronic files e.g. SharePoint

57
Q

What makes a land register plan compliant?

A
  • Correct scale 1:100, 1:200 - noted on plan
  • Have scale measurement bar
  • Include a 1:1250 scale map of location
  • Full address
  • North point
  • Demise in red outline
58
Q

What is the Land Registry Act (2002)?

A

Framework for electronic property surveying
- All freeholds or leases over 7 years must be registered
- Adverse possession - 10 years +
- Aim to have also property registered electronically by 2030

59
Q

What are deeds & Registered Titles?

A

Deed - physical document declaring persons legal ownership
Registered title - ownership recorded with land registry electronically

60
Q

Are signatures accepted by the Land Registry?

A

Yes, if witnessed since July 2020

61
Q

What documents can be signed electronically?

A
  • Deeds - if witnessed
  • Contracts
62
Q

How do I comply with Workman’s data protection policy?

A
  • Understand sensitive and protected data
  • Don’t share confidential data
  • Anonymise data
  • Report breaches
63
Q

How do you protect and handle confidential information?

A
  • Use document management system - add amend and remove data
  • Upload files to secure data room
  • Anonymise information
  • Password protection
64
Q

How do you use TRAMPS and Horizon?

A
  • Securely load data onto systems through DI forms
  • Manage information on tenants and accounting information
  • Tenant and client info stored
  • Run reports
  • Password protected
65
Q

Why is it important to hold accurate information?

A
  • Effectively manage property
  • Ensure rent demands etc sent out timely and that information provided to clients is accurate
  • Comply with GDPR/DPA
66
Q

Talk me through your use of Quooda and Meridian?

A
  • Secure data site for Health and Safety info - password protected
  • Monitor H&S info and data at a property level
  • Monitor statutory compliance - linked to my email which provides notification if document expires or is non-compliant
  • Monitor progress in ensuring compliance following Risk Assessments
67
Q

What reports do you run?

A
  • Tenancy schedules
  • Arrears reports
  • Service Charge expenditure reports
  • Debtor payment histories
68
Q

What recommendations do you provide from reports?

A
  • Arrears - CRAR recommendations
  • Review SC expenditure 3 months before year end. Shows provision available for energy enhancement measures found in a Sustainability Report commissioned.
69
Q

How do you ensure data held is accurate?

A
  • Data verification
  • Check against original documents
  • Error check data uploads with senior colleagues and data team
70
Q

How are the management systems you use kept secure?

A
  • Encryption
  • Firewalls
  • Password protection
71
Q

What are your KPIs for uploading data?

A
  • 7 days from receipt
  • Data input tracker used to track when info received, uploaded by data team and relevant accounts work complete
  • Client kept informed throughout
72
Q

How do you review arrears?

A
  • Use TRAMPS/Horizon - able to see tenant payment
    and financial history
  • Money received allocated by credit control and reflected on system
73
Q

How do you review SC expenditure?

A

Run service charge expenditure report on TRAMPS / Horizon

74
Q

How do you review leases?

A
  • Solicitor data site
  • If any info missing, liaise with solicitors and have info uploaded securely
75
Q

Can you explain Workman’s EFS?

A

Electronic Filing System
- Secure system with info held e.g. budgets, recs, contracts etc

76
Q

What would you do if someone wanted to view CCTC footage?

A

a) receive request,
b) check with data protection officer if unsure,
c) notify police if required and
d) ask subject to complete SAR whilst you await advice from DPO?

77
Q

How long can you hold data?

A

No limit - no longer than necessary
- As agreed with data subject
- Depends on several factors
- Is it a current project
- No you need them to justify fees
- Required for litigation?

78
Q

If a lease was assigned, how long should you hold the assignors info on your system?

A

Depends on the terms
- If an AGA in place - hold details until the end of the lease
- Same for privity of contract
- Could be argued that info can be held until arrears cleared

79
Q

How can you upload /share data and how do you know its allowed?

A

Firms privacy policy - dictates what info is held, how processed and how shared with 3rd parties
Time it may be allowed - property sale
- Privacy notice issued to all tenants

80
Q

Why do you undertake a data verification?

A
  • New portfolio - lots of data - to ensure it was accurate
  • Ensure data being held is necessary
  • Comply with GDPR
81
Q

How was the new data kept secure?

A

Held on solicitor data room
- Encryption and firewall
- Password protected
- I was given username and password
Loaded in compliance with Workman processes to ensure safety

82
Q

What info was held on the data site?

A
  • Leases
  • Title
  • Sc budgets and recs
  • H&S docs
83
Q

How is info kept secure in our office?

A

Follow privacy policy
- understand what info is held and why
- understand who info can be shared with
- ensure protection - password / encryption
- IT implementations - Firewalls

84
Q

When are firms exempt from GDPR?

A

Will P (12 decks)

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