Data Management Flashcards
How long do you need to keep data for?
- 6 years if the contract is signed & underhand
- 12 years if the contract is signed as a deed
- RICS recommends up to 15 years, this is the limitation period for most legal claims
What type of data systems are used in your organisations?
- Shared hard drives
- Backup servers
- Online storage systems such as Dropbox or viewpoint
- Software such as Microsoft Teams
- Project Extranent
What is a project extranet systems?
- A computer network that allows external parties to view project files on a secure platform
What are the advantages of project extranet systems?
- Improves communication
- 24 hour access
- Efficient
- Secure (access & permission settings can be applied)
What are the disadvantages of project extranet systems?
- Can be expensive
- Requires maintenance
- May require user training to operate
What are the benefits of cloud-based storage systems?
- Easy access anywhere in the world
- Secure / password protected
- Low set up cost
- Teams can work in ‘real time’
- Access control / restrictions available for confidential for files & folders
What sources of pricing data are available?
- BCIS
- Pricing books such as Spon’s
- Benchmarking
- In house records & databases
What are pricing books?
- Assists with estimating & 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 & small
What is the BCIS?
- Building Cost Information Service
- Provides cost & price data for the UK construction industry
- the data will help to produce specific estimates for option appraisals, provide early cost advice & plan costs & benchmarks
- Part of the RICS
What is ICMS 3?
Its principal purpose is to allow: Construction life cycle costs and carbon emissions to be consistently and transparently benchmarked internationally, nationally or regionally (comparative benchmarking) across buildings and infrastructure.
What is the Data Protection Act 2018?
- It controls how your personal information is used by organisations, businesses or the government
- It’s the UK’s implementation of the General Data Protection Regulation (GDPR)
What is GDPR?
- GDPR is a regulation in UK law on data protection & privacy in the UK and the UK economic area
- It also addresses the transfer or personal data outside of the UK
Who are the key persons outlined within GDPR?
- Data controller
- Data Processor
- Data Subject
- Data Protection Officer
Under GDPR, what is the data controller?
- the person that decides how & why to collect & use the data.
- the controller must make sure that the processing of that data compiles with data protection law
Under GDPR, what is the data processor?
- a separate person who processes data on behalf of the controller & in accordance with their instructions
Under GDPR, what is the data subject?
- individual whom personal data is about
Under GDPR, what is the data protection officer?
- a guarantor of compliance with the data protection regulations, without replacing the functions carried out by the supervisory authorities
What are the 7 principles of GDPR?
- Lawfulness, fairness & transparency
- Purpose limitation
- Data minimisation
- Accuracy
- Storage limitation
- Integrity & confidentiality (security)
- Accountability
What are the 8 individual rights under GDPR?
- To be informed
- To access
- To rectification
- To erasure
- To restrict processing
- To data portability
- To object
- To automated decision making & profiling
Who enforces GDPR?
- The Information Commissioners Office
What is the Freedom of Information Act 2000?
- The Freedom of Information Act 2000 provides public access to information held by public authorities
- It does this in 2 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
If you intend to destroy a document, what things would you consider beforehand?
- 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?
What measures could be taken to protect commercially sensitive information?
- Have a non-disclosure agreement in place
- Recorded special delivery
- Mark it as confidential
- Using secure networks & software
What is an information barrier?
- A physical and / or electronic separation of individuals within the same firm
- The aim is to protect confidential information
