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APC > Data management > Flashcards

Data management Flashcards

1
Q

What cloud-based storage systems can be used for projects?

A

Project Plus and Intralinks.

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2
Q

How does AECOM deal with data management ?

A

An internal filing system

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3
Q

What is emphasized when handling AECOM documents regarding client information?

A

Maintaining consistency and safeguarding confidential client information.

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4
Q

Name some sources of pricing data

A

BCIS, Spons, and AECOM’s global unit.

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5
Q

What can pricing data sources like BCIS, Spons, and AECOM’s global unit assist in?

A

Benchmarking exercises.

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6
Q

What secure methods can i use to share commercially sensitive data?

A

you can use encrypted communication channels and secure file-sharing platforms. Employing password protection for files, utilizing secure email services, and implementing access controls are also effective measures

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7
Q

What do i need to ensure when using platforms to share data?

A

Always ensure that the chosen methods comply with relevant data protection regulations and internal security protocols.

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8
Q

What are the 7 key principles of the data protection act 2018?

A
  1. Lawfulness, fairness, and transparency
  2. Purpose limitation
  3. Data minimization
  4. Accuracy
  5. Storage limitation
  6. Integrity and confidentiality
  7. Accountability
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9
Q

Define; Lawfulness, fairness, and transparency:

A

Personal data must be processed lawfully, fairly, and transparently.

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10
Q

Define; Purpose limitation:

A

Personal data should be collected for specified, explicit, and legitimate purposes and not processed further in a manner incompatible with those purposes.

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11
Q

Define; Data minimization:

A

Only the personal data necessary for the intended purpose should be processed.

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12
Q

Define; Accuracy:

A

Personal data should be accurate and, where necessary, kept up to date.

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13
Q

Define; Storage limitation:

A

Personal data should be kept for no longer than is necessary for the purposes for which it is being processed.

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14
Q

Define; Integrity and confidentiality:

A

Personal data should be processed in a manner that ensures its security, integrity, and confidentiality.

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15
Q

Define; Accountability:

A

The data controller is responsible for demonstrating compliance with the principles and ensuring that appropriate measures are in place.

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16
Q

What is the Data Protection Act 2018 in summary?

A

is a UK law that governs the processing of personal data. It incorporates the principles of the General Data Protection Regulation (GDPR) and provides additional provisions for specific areas, outlining rules for the fair and lawful processing of personal information, protecting individuals’ rights, and assigning responsibilities for those handling and controlling such data.

17
Q

What does BCIS stand for?

A

Building Cost Information Service.

18
Q

What is Spons?

A

which is a series of publications providing price information on construction-related topics.

19
Q

What is your understanding of the term Confidentiality?

A

Where information is provided but is subject to confidence and not shared without permission.

20
Q

What is your understanding of the term Meta Data?

A

Meta Data is information about a specific piece of data.
For example when sharing a cost planning document, the Meta Data associated with this could consist of information about the author, the file size, the date the document was created and keywords to
describe the document.

21
Q

What is your understanding of Intellectual Property and Copyright?

A
  • This is the right to control the use and ownership of original works.
  • Work generally created by an employee usually belongs to their employer unless copyrights are put in
    place.
21
Q

Why is Meta Data important?

A
  • We must ensure that this Meta Data is afforded the same level of care as all other confidential data.
  • In a scenario where we are sharing a document or removing confidential components of a document we should ensure that any confidential meta data is not shared inadvertently.
22
Q

What is the Freedom of Information Act 2005?

A
  • This is the primary piece of UK legislation that controls the access to official information.
  • The act permits the public right of access to information held by public authorities.
23
Q

What are the benefits of cloud-based storage systems?

A
  • Information is backed up securely on encrypted servers.
  • Accessibility can be managed via online settings.
  • Cloud systems are often cheaper than the costs of physically storing and managing files.
  • It is convenient to send and share files online instead of mailing physical copies.
  • Cloud systems are environmentally friendly.
  • Multiple users can access the same documents.
24
Q

What is the meaning of a non-disclosure agreement?

A
  • Non-disclosure agreements are used to protect against the disclosure or sharing of any confidential data.
  • They are often used when confidential, sensitive, innovative or intellectual property information is being shared to prevent this information being used by competitors.
25
Q

If two separate departments within your firm were working for two
rival companies how would you ensure client sensitive data was
managed?

A
  • I would make the client aware of the risks involved and check their understanding of the conflict of interest.
  • I would ensure a letter of instruction to continue was obtained from the client.
  • The use of non-disclosure agreements would be considered.
  • Secure document and data storage would be arranged to be used exclusively for the separate teams.
26
Q

What is the Data Protection Act 2018?

A

It is the UK legislation for the implementation of the EU General Data Protection Regulations
(GDPR).
It manages how personal data is processed by organisations and the government.

27
Q

What does the Data Protection Act 2018 replace?

A

The act replaces previous 1998 legislation.

28
Q

What are the key Principles of the Data Protection Act 2018?

A

The act ensures that data is:-
o Used fairly, lawfully and transparently.
o Used in a way that is adequate, relevant and limited to only the purpose it is intended.
o Is retained for no longer than is necessary.
o Processed securely including the protection against unlawful use, loss or destruction.

29
Q

What are a person’s rights under the Data Protection Act?

A

People have the right to:-
o To be informed about how their data is being used.
o The right to access their data.
o The right to have incorrect information updated.
o To have their data erased.

29
Q

Who are the three key persons outlined within GDPR?

A
  1. Controller
  2. Processor
  3. Data Protection officer
30
Q

What is the Controllers role outlined within GDPR?

A

The controller is the natural person or legal entity that determines the purposes and means of
the processing of personal data for example when processing an employee’s personal data, the
employer is considered to be the controller.

31
Q

What is the Processor role outlined within GDPR?

A

A natural person or legal entity that processes personal data on behalf of the controller for example a call centre acting on behalf of its client is considered to be a processor.

32
Q

What is the Data Protection Officer (DPO) role outlined within GDPR?

A

The Data Protection Officer is a leadership role required by EU GDPR. This role exists within
companies that process the personal data of EU citizens. A DPO is responsible for overseeing
the data protection approach, strategy, and its implementation.

33
Q

What are the 8 individual rights under GDPR?

A
  • The right to be informed.
  • The right of access.
  • The right of rectification.
  • The right to erasure.
  • The right to restrict processing.
  • The right to data portability.
  • The right to object.
  • Rights of automated decision making and profiling.
  • Diversity, Inclusion & Team Working.
34
Q

What different sources of information do you use in your day-to-day
surveying?

A
  • RICS Guidance Notes.
  • Contract Documentation.
  • Previous Tenders.
  • Cost Plans.
35
Q

How do you manage these sources of information to ensure
compliance with the legislation?

A
  • If signed up to an NDA with a client I ensure complete confidentiality and am not able to talk about these projects with colleagues who are not party to the project.
  • I am always sure to lock my computer when away from my desk and comply with my firms IT security policies for example attendance at Cyber security courses and regularly updating my passwords.
36
Q

How do companies ensure compliance with the Data Protection legislation generally?

A
  • They should only retain data they need to perform their day-to-day operations.
  • They should hold the data securely.

APC (20 decks)

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