Data Management Flashcards
What is your understanding of the term Confidentiality?
Where information is provided but is subject to confidence and not shared without permission.
What is your understanding of the term Meta Data and why is this important?
Info about a specific piece of data i.e author, file size, date document was created and keywords to describe the document.
Must afford same level of care to Meta Data as for other data.
What is your understanding of Intellectual Property and Copyright?
IP - right to control use and ownership of original works.
Copyright - Type of IP that gives the creator of the original work or another right holder the exclusive and legally secured right to copy, distribute, adapt, display and perform creative work for a limited time.
What is the Freedom of Information Act 2005?
Primary legislation that controls access to official information.
The act permits the public right of access to information held by public authorities.
Info must also be published via the public authorities publication scheme.
The Act is retrospective covering all info held, before during and after the act was enacted.
What are the benefits of cloud based storage systems?
Info backed securely on encrypted servers.
Easily accessible.
Cheaper than physically storing and managing files.
Convenient to send and share files.
Environmentally friendly.
Multiple users can access the same document.
Documents and folder systems can be synchronised.
What is the meaning of a non-disclosure agreement?
NDAs used to protect against the disclosure or sharing of any confidential data.
Requires signing of document to enact the NDA.
If two separate departments within your firm were working for two rival companies, how would you ensure client sensitive data was managed?
Make client aware of risks and check their understanding of COIs.
Get client to sign a letter of instruction.
Exclusivity of staff would be arranged.
NDAs would be considered.
Separate working locations.
Secure document and data storage would be arranged to be used exclusively for the separate teams.
What is the Data Protection 2018?
Replaces the 1998 legislation and manages how personal data is processed by organisations and the government.
It is the UK legislation for the implementation of the EU General Data Protection Regulations (GDPR).
What are the key principles of the Data Protection Act 2018?
Act ensures data is:
Used fairly, lawfully, transparently.
Used in a way that is adequate, relevant and limited to only the purpose it is intended.
Is retained for no longer than is necessary.
Processed securely including the protection against unlawful use, loss or destruction.
What are a person’s rights under the Data Protection Act?
People have the right to:
Be informed about how their data is being used.
The right to access their data.
The right to have incorrect information updated.
To have their date erased.
To stop or restrict the processing of their data.
The right of portability.
To object to the use of their data.
What are the key persons outlined within GDPR?
Controller - Person or entity that determines the purpose and means of processing personal data i.e. employer is the controller for employee personal data.
Processor - Person or entity that processes person data i.e. call centre acting on behalf of client is the processor.
Data Protection Officer (DPO) - Leadership role required by EU GDPR. Exists within companies that process personal data of EU citizens. A DPO is responsible for overseeing the data protection approach, strategy, and its implementation.
What are the 8 individual rights under GDPR?
Right to be informed.
Right to access.
Right of rectification.
Right to erasure.
Right to restrict processing.
Right to data potability.
Right to object.
Right to automated decision making and profiling.
Diversity, inclusion and team working.
What different sources of information do you use in your day-to-day surveying?
RICS guidance notes.
Valuation Data.
Industry Journals.
Central Database
Electronic Data Management Application
Rating manual
Council Tax manual
Rent and Lease Details Forms
How do you manage these sources of information to ensure compliance with the legislation?
If signed up to NDA, maintain complete confidentiality, Do not discuss with colleagues not party to the project.
Keep data secured in EDRM or CDB.
Computer is locked when away from screen.
Passwords are regularly updated.
Latest firmware is installed to ensure most up-to-date firewalls are in place.
Ask for signed Authority to Acts before discussing cases with other parties.
How do companies ensure compliance with the Data Protection Legislation generally?
Should only retain data needed to perform day-to-day operations.
If data is being retained, should inform the individual why they have it.
They should hold the Data securely.
They should keep the information up-to-date and delete information they no longer need.
How long do you need to keep data for?
6 years if contract is signed underhand.
12 years if the contract is signed as a deed.
RICS recommends up to 15 years, this is the limitation for most legal claims.
What constitutes personal data?
Any info related to a person or data subject that can be used to identify a person.
What are the 7 key principles of GDPR?
Lawfulness, fairness and transparency.
Purpose limitation.
Data minimisation.
Accuracy.
Storage limitation.
Integrity and confidentiality (security).
Accountability.
Who enforces GDPR?
The Information Commissioner’s Office
If you intend to destroy a document, what things should you consider beforehand?
Is the document an original or legal document?
Could the document be required for litigation or other proceedings?
Does the document relate to a live project?
Is a backup copy available?
