Data Management Flashcards
Can you tell me three principles of UK GDPR and the Data Protection Act 2018?
Lawfulness, Fairly & Transparency.
How do you comply with UK GDPR and the Data Protection Act 2018 in your role?
Daily briefing and marketing contacts
Give me an example of how you process and handle confidential information.
Datarooms,
Give me an example of how you ensure that data is kept securely.
Sending files across that are password protected.
What do the Privacy and Electronic Communications Regulations 2003 apply to?
Privacy rights relating to electronic communications.
What is copyright?
A set of exclusive rights granted to the author or creator of any original work, including the right to copy.
What is Intellectual Property?
Can it be transferred?
Property is a result of creativity, intangible creations of human intellect.
Yes, through licensing or assignment agreements.
What is the Freedom of Information Act 2000?
Gives individuals the right of access to information held by public bodies. Public body must provide in 20 days and may charge.
Can you tell me about the retention of files and the Limitation Act 1980?
- Contract – 6 years from date of negligence. Also 3 years from the date of knowledge subject to the 15 year long stop.
- Tort – 6 years from date of loss
- All files should be held for a minimum of 6 years before disposal & destroyed securely.
Give me an example of a property information tool.
Land Registry, Co-star
Tell me about how you extract data from a source regularly used in your role.
Title plan & Reg through Land Registry.
What are the limitations of primary/secondary data sources?
Primary data – time consuming and laborious.
Secondary data – less accurate as rely on third-party sources.
How do you validate information?
Cross checking against other sources.
What is the difference between a deed and a registered title?
How do you source title information?
A deed is a physical document that proves ownership.
A title is the concept of legal ownership that the deed grants you.
Land Registry
What are the differences between manual and electronic records?
Manual records are held physically. Electronics are saved on devices.
What is an index map?
A map that identifies quadrangle areas by map name and scale.
What does encryption mean?
Process of converting info or data into a code to prevent unauthorized access.
What is a firewall?
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.
How can you protect electronic data from viruses?
Regular system updates, Antivirus software.
What does block chain mean?
A system that records transactions, especially those in cryptocurrency, is maintained across computers that are linked in a peer-to-peer network.
What is BIM and how can it be used?
Building Information Modeling. It is used to model & optimize projects by planning, designing, building, and operating BIM models.
Explain the growing use of AVMs in the industry.
AVM = Automated Valuation Models. Useful to sense check or provide quality assurance to an existing valuation.
What AVMs are you aware of?
Argus
What is ISO 9001?
International Standard – Sets out criterial for a quality management system
What are the requirements of ISO 9001?
5 requirements:
Quality Management Systems, Management Responsibility, Resource Management, Product Realization, Measurement Analysis and Improvement.
What does ISO 27001 relate to?
Framework & guidelines for establishing, implementing and managing an information security management system (ISMS)
Why is quality management important?
Improves companies’ performance. Plays a key role in valuations, landlord and tenant management and construction.
What is an Electronic Document Management System (EDMS)?
A software that centrally stores & organizes documentation in one digital repository.
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 & proof of official actuarial tables in civil proceedings.
Are electronic signatures accepted by the Land Registry?
Yes, but they must be witnessed electronic signatures
What type of documents can electronic signatures be used for?
Online documents. Legal docs, contractual agreements, invoices, financing.
What is data redundancy?
Where the same piece of data exists in multiple places.
What is VLOOKUP used for?
To find things in a table or range by row.
What is a pivot table?
A table of grouped values used to calculate, summarize and analyze data.
How have you obtained data from published sources for use on a project?
React news, Costar.
How have you obtained data from in-house sources?
Use of Coyote – Internal database.
How have you extracted data for inclusion in a database?
Yes – Coyote
How have you set up and used paper-based or electronic project filling systems?
Files on DTRE’s shared drive.
How have you used a computerised central project database?
Files on DTRE’s shared drive.
How have you inputted and extracted data from BIM?
BIM = Building information modelling.
How have you retrieved information from a technical library?
Dataroom.
How have you set up a technical library?
Use of a dataroom or create a file to be shared.
How have you written clear and factual reports on information extracted from a property record or information system?
Market reports, use of comps.
How have you assisted in the development of a property information system?
Suggestions for the database to the appropriate contacts.
How have you interpreted plan/map data?
Ezozo, checked title plans.
How have you interpreted legal language in relation to property records?
Using the definitions often provided.
How have you ensured good data security?
Password protection of files & access to dataroom
How have you inputted survey and valuation data?
Downloaded and extracted onto files. Sent to lawyers.
How have you extracted and used survey and valuation data?
Downloaded and summarized.
How have you searched for comparable evidence?
Internal database, costar, other agents.
How have you used data searches for due diligence functions?
Title plans.
Data at DTRE
How can this data be analysed?
Downloaded off the system or through grouping data and analysing the data accordingly.
How do you ensure this data Is accurate?
Ensure all data is verified or checking with the sources of the data.
What would you do If you accidentally sent client data to an Incorrect recipient?
Recall the email as soon as possible. If I cant recall then contact the person and ask them to delete it. Inform the client
