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RICS APC > Data Management > Flashcards

Data Management Flashcards

1
Q

How long do you need to keep data for?

A
  • 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.
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2
Q

What type of data systems are used in your organisation?

A
  • Shared hard drives.
  • Backup servers.
  • Online storage systems such Dropbox.
  • Software such as Microsoft Teams.
  • Project extranet.
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3
Q

What is a project extranet system?

A

A computer network that allows external parties to view project files on a secure platform.

Key advantages:
- Improves communication.
- 24-hour access.
- Efficient.
- Secure (access and permission settings can be applied).

Key disadvantages:
- Can be expensive.
- Requires maintenance.
- May require user training to operate.

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4
Q

What are the benefits of cloud-based storage systems?

A
  • Easy access anywhere in the world
  • Secure / password protected.
  • Low set up cost.
  • Teams can work in ‘real time’.
  • Access control / restrictions are available for confidential files and folders.
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5
Q

What sources of pricing data are available?

A
  • BCIS.
  • Pricing books such as Spon’s.
  • Benchmarking.
  • In-house records and databases.
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6
Q

What are pricing books?

A
  • Assists with estimating and 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 and small.
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7
Q

What is BCIS?

A
  • Building Cost Information Service.
  • Provides cost and price data for the UK construction industry.
  • The data will help to produce specific estimates for option appraisals, provide early cost advice and plan costs and benchmarks.
  • Part of RICS.
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8
Q

What is the Data Protection Act 2018?

A
  • The Data Protection Act 2018 controls how your personal information is used by organisations, businesses, or the government.
  • The Data Protection Act 2018 is the UK’s implementation of the General Data Protection Regulation (GDPR).
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9
Q

What is GDPR?

A
  • GDPR is a regulation in EU law on data protection and privacy in the European Union and the European Economic Area.
  • It also addresses the transfer of personal data outside the EU and EEA areas.
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10
Q

What is the purpose of GDPR?

A
  • GDPR was designed to harmonise data privacy laws across all member countries as well as providing greater protection and rights to individuals.
  • GDPR was also created to alter how businesses and other organisations can handle the information of those that interact with them.
  • There’s the potential for large fines and reputational damage for those found in breach of the rules.
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11
Q

Who are the key persons outlined within GDPR?

A

Data Controller - person who decides how and why to collect and use the data. The controller must make sure that the processing of that date complies with data protection law.

Data Processor - a separate person who processes data on behalf of the controller and in accordance with their instructions.

Data Subject - individual whom personal data is about.

Data Protection Officer - is a guarantor of compliance with the data protection regulations, without replacing the functions carried out by the supervisory authorities.

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12
Q

What constitutes personal data?

A
  • Any information related to a natural person or Data Subject, that can be used to identify the person directly or indirectly.
  • It can be anything from a name, photo, email address, bank details, posts on social networking websites, medical information, or a computer IP address.
  • The legislation applies not only to electronic data but to any records that are stored in a form that is easily searchable.
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13
Q

What is the difference between a data processor and a data controller?

A
  • A controller is the entity that determines the purposes, conditions and means of processing of personal data
  • A processor is an entity which processes personal data on behalf of the controller.
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14
Q

What are the 7 key principles of GDPR?

A
  1. Lawfulness, fairness and transparency.
  2. Purpose limitation.
  3. Data minimisation.
  4. Accuracy.
  5. Storage limitation.
  6. Integrity and confidentiality (security).
  7. Accountability.
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15
Q

What are the 8 individual rights under GDPR?

A
  1. To be informed.
  2. To access.
  3. To rectification.
  4. To erasure.
  5. To restrict processing.
  6. To data portability.
  7. To object.
  8. To automated decision making and profiling.
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16
Q

Who enforces GDPR?

A

The Information Commissioner’s Office.

17
Q

What is the Freedom of Information Act 2000?

A

a The Freedom of Information Act 2000 provides public access to information held by public authorites.
- It does this in two ways:
- public authorities are obliged to publish certain information about their activities
- and members of the public are entited to request information from public authorities.

18
Q

If you intend to destroy a document, what things should you consider beforehand?

A
  • 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 backup copy available?
19
Q

What measures could be taken to protect commercially sensitive information?

A
  • Have a non-disclosure agreement in place.
  • Physical separation of staff.
  • Security of stored documentation, including locked filing cabinets and password protected servers.
20
Q

Are there any ways that we can protect data when we are transferring it on a client’s behalf?

A
  • Encryption and password locking
  • Recorded special delivery.
  • Mark it as confidential.
  • Using secure networks and software.
21
Q

What is an information barrier?

A
  • A physical and/or electronic separation of individuals within the same firm.
  • The aim is to protect confidential information.

RICS APC (20 decks)

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