Data management Flashcards
Can you tell me three principles of GDPR and the Data Protection Act 2018?
Used fairly, lawfully and transparently
Accurate and, where necessary, kept up to date
Kept for no longer than is necessary
How do you comply with GDPR and the Data Protection Act 2018 in your role?
By complying with my firms data protection policy
Give me an example of how you process and handle confidential information.
When receiving instructions I ensure that personal data such as name, address and contact numbers are kept within the firm and only used for the relevant matter
Give me an example of how you ensure that data is kept securely.
Personal data is kept in our internal database that is password protected
What do the Privacy and Electronic Communications Regulations 2003 apply to?
There are specific rules on: marketing calls, emails, texts and faxes; cookies (and similar technologies)
What is copyright?
The exclusive and assignable legal right, given to the originator for a fixed number of years, to print, publish, perform, film, or record literary, artistic, or musical material.
Can it be transferred?
Yes, the owner can transfer or sell the rights to others
What is the Freedom of Information (Scotland) Act 2002?
The Freedom of Information (Scotland) Act 2002 (FOISA) is an Act of the Scottish Parliament which gives everyone the right to ask for any information held by Scottish public authorities including NRS
Who are the data controllers for National Records of Scotland?
The Registrar General for Scotland and the Keeper of the Records of Scotland
Explain to me limitation and the Prescription and Limitation (Scotland) Act 1973 (as amended).
Provides that obligations to pay damages arising from breach of contract and/or breach of delictual (tortious) duty of care are extinguished if they have existed for 5 years without a relevant claim having been made
How many years can actions be raised within under this Act?
5 years from knowledge of loss
Give me an example of a property information tool.
Pastmaps
Tell me about how you extract data from a source regularly used in your role.
Use of ASPC to derive sales comparables
What are the limitations of primary/secondary data sources?
The limitation to primary data is the expense and time is spent on gathering data, whereas secondary information may be inaccurate or irrelevant
How do you validate information?
Authority: Who is the author? What are their credentials? …
Accuracy: Compare the author’s information to that which you already know is reliable. …
Coverage: Is the information relevant to your topic and does it meet your needs? …
What is the difference between a deed and a registered title?
The deed is the physical document that proves ownership
The title is the concept of legal ownership that the deed grants you
How do you source title information?
Scotlis
What are the differences between manual and electronic records?
Electronic records are records that are stored on a digital medium, like a computer or a mobile device. They are created, accessed, and maintained in digital form.
Physical records are pieces of paper that contain information about an event. Records can be kept in many different formats, such as a photograph, video recordings, or a written account of the event.
What is an index map?
Index maps are a type of finding aid that enables users to find a set of maps covering their regions of interest along with the name or number of the relevant map sheet
What does encryption mean?
The process of converting information or data into a code, especially to prevent unauthorized access
What is a firewall?
A firewall is a network security device that monitors traffic to or from your network
How can you protect electronic data from viruses?
Keep up-to-date
Antivirus software
Antispyware software
Firewalls
Choose strong passwords
Use stronger authentication
What does block chain mean?
A system in which a record of transactions, especially those made in a cryptocurrency, is maintained across computers that are linked in a peer-to-peer network.
Which records are manually kept in your office and why?
Previous files on properties that include site notes, sketches, reports etc
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What is BIM and how can it be used?
BIM stands for Building Information Modeling and is a workflow process. It’s based around models used for the planning, design, construction, and management of building and infrastructure projects. BIM software is used to model and optimize projects by planning, designing, building, and operating BIM models
Explain the growing use of AVMs in the industry.
What AVMs are you aware of?
Rightmove
Nationwide Houseprice calculater
What is ISO 9001?
The international standard that specifies requirements for a quality management system (QMS)
What are the requirements of ISO 9001?
Quality Management Systems (QMS)
Management Responsibility.
Resource Management.
Product Realization.
Measurement, Analysis, and Improvement.
What does ISO 27001 relate to?
ISO/IEC 27001 is the international standard for information security
Why is quality management important?
Quality management helps companies improve their products’ reliability, durability and performance
What is an Electronic Document Management System (EDMS)?
An electronic document management system (eDMS) is a type of software that stores, organizes, and manages documents in the form of electronic files for an organization
What do you understand by the Civil Evidence Act 1995?
An Act to provide for the admissibility of hearsay evidence, the proof of certain documentary evidence and the admissibility and proof of official actuarial tables in civil proceedings; and for connected purposes.
Are electronic signatures accepted by the Land Registry?
Yes
What type of documents can electronic signatures be used for?
An electronic signature is used to sign documents that are sent online, removing the need to sign paper documents with a wet ink signature. An e-signature can be used on legal documents, contractual agreements, invoices, financing documentation and more
What is data redundancy?
Refers to the practice of keeping data in two or more places within a database or data storage system
What is VLOOKUP used for?
When you need to find things in a table or a range by row
What is a pivot table?
A Pivot Table is an interactive way to quickly summarize large amounts of data
How do you protect sensitive or confidential information within an office, including from colleagues?
What is the role of the Information Commissioner?
How do you store and access client information?
How long do you keep files for?
How long do you keep payment information for?
What back-up systems do you have in place?
How do you physically store data/files in your office?
How do you password protect an Excel spread-sheet?
