Data Management

Question 1

Can you tell me three principles of UK GDPR and the Data Protection Act 2018?

Answer 1

1) Data is used fairly, lawfully and transparently

2) Data is used for specified, explicit purposes

3) Data is accurate, and where necessary kept up to date.

Question 2

How do you comply with UK GDPR and the Data Protection Act 2018 in your role?

Answer 2

• Ensure all data received is stored securely on my companies share point system.
• Ensure any sensitive data files e.g tenants contact details are password protected.
• Ensure data is kept for the required amounts of time, e.g. signed contract documents.

Question 3

Give me an example of how you process and handle confidential information.

Answer 3

Tenants access lists, which include names, addresses and contact details. These are usually received on an email and excel spreadsheet. I ensure the spreadsheet is encrypted and securely stored on my companies cloud based system share point.

Question 4

Give me an example of how you ensure that data is kept securely.

Answer 4

I ensure all data is stored on my companies cloud based system share point. Any sensitive data files are encrypted, and I avoid printing out sensitive information.

Question 5

What do the Privacy and Electronic Communications Regulations 2003 apply to?

Answer 5

marketing by phone, fax, email, text or any other type of ‘electronic mail’

Question 6

What is copyright?

Answer 6

Copyright protects your work and stops others from using it without your permission.

Question 7

What is Intellectual Property?

Answer 7

something that you create using your mind - for example, a story, an invention, an artistic work or a symbol.

Question 8

Can intellectual property be transferred?

Answer 8

Yes by legal agreement.

Question 9

What is the Freedom of Information Act 2000?

Answer 9

The Freedom of Information Act 2000 is an Act of the Parliament of the United Kingdom that creates a public “right of access” to information held by public authorities.

Question 10

Can you tell me about the retention of files and the Limitation Act 1980?

Answer 10

The general consensus is that the minimum legal document retention time for most types of records should be at least six years.

Question 11

Give me an example of a property information tool.

Answer 11

Planning portal

Question 12

Tell me about how you extract data from a source regularly used in your
role?

Answer 12

Planning portal - search using address or postcode, view the application, download the relevant files.

Question 13

What are the limitations of primary/secondary data sources?

Question 14

How do you validate information?

Answer 14

I review the information, including the date and content of the data to make a judgement. I also review the source to assess if it has come from a reliable place.

Question 15

What is the difference between a deed and a registered title?

Answer 15

• A deed is a legal document that states the deed holder has legal ownership of a property
• A property title is the concept of the homeowners theoretical rights to a property and not a physical document.

Question 16

How do you source title information?

Answer 16

Search via the government website.

Question 17

What does encryption mean?

Answer 17

Encryption is the method by which information is converted into secret code that hides the information’s true meaning.

Question 18

What is a firewall?

Answer 18

A firewall is a network security device that monitors traffic to or from your network. It allows or blocks traffic based on a defined set of security rules.

Question 19

How can you protect electronic data from viruses?

Answer 19

• Educate employees about phishing.
• Antivirus software on computers
• Regular password changes

Question 20

What is BIM and how can it be used?

Answer 20

BIM is a process of visualizing a digital representation of a physical asset via the 3D model.

• Used for detecting design clashes
• Used for accurate measurement & costing
• Used for visualizing a proposed scheme.

Question 21

What are the differences between manual and electronic records?

Answer 21

Manual, hard copy information, physically stored.

Electronic are virtual records, stored on a digital source or database.

Question 21

What is ISO 9001?

Answer 21

ISO relating to quality management.

Sets out the criteria for a quality management system to meet client and stakeholder needs.

Question 21

Which records are manually kept in your office and why?

Answer 21

Any contract / appointment / warranty documents which have been physically signed under hand / deed.

Question 22

What are the requirements of ISO 9001?

Answer 22

1) Context
2) Leadership
3) Planning
4) Support
5) Operation
6) Performance evaluation
7) Improvement

Question 23

What does ISO 27001 relate to?

Answer 23

ISO 27001 promotes a holistic approach to information security: vetting people, policies and technology

Question 24

Why is quality management important?

Answer 24

QM is important to provide a high standard of service to clients. Ensures consistency across delivery and allows the business to grow from consistent performance.

Question 25

What is an Electronic Document Management System (EDMS)?

Answer 25

A document management system is usually a computerised system used to store, share, track and manage files or documents.

Question 26

Are electronic signatures accepted by the Land Registry?

Answer 26

From Monday 27 July 2020, HM Land Registry will accept ‘witnessed electronic signatures

Question 27

What type of documents can electronic signatures be used for?

Answer 27

An e-signature can be used on legal documents, contractual agreements, invoices, financing documentation and more.

Question 28

What is data redundancy?

Answer 28

Data redundancy occurs when the same piece of data is stored in two or more separate places.

Question 29

What is VLOOKUP used for?