Data management Flashcards
How long should you keep data for?
- 6 years if contract signed underhand hand
- 12 years contract executed as a deed
- RICS recommends up to 15 years 
What sources of pricing data are there?
- BCIS
- SPONS / pricing books
- Previously tendered rates
- Rate books, eg DfE template
What are pricing books, such as SPONS?
- A book of prices used for construction materials and labour
- Can be used as a basis for benchmarking, feasibility studies and cost unit pricing
What kind of data systems does your organisation use?
- Hard systems, such as hard copies of contracts and files
- Electronic systems, such as shared hard drives, teams channels, staff intranet, project extranets
What might your organisation keep hard copies of?
- Books
- Contracts
- Tender documents
- Design drawings
What is a project extranet?
- An electronic system in which project information can be distributed to the relevant parties, which is a secure way to collaborate
What are the advantages and disadvantages of a project extranet?
Advantages include:
- Improves communication
- Accessible 24 hours per day
- Efficient
- Secure
Disadvantages:
- Can be expensive (subscription)
- Requires maintenance
- May require user training
What are the benefits of a cloud based storage system?
- Easily accessible by all users
- Secure, and access control restrictions can be implemented
- Low set up cost
What is BIM?
- Building Information Modelling
- A collaborative way to manage and design construction information throughout a buildings lifecycle
What are the benefits and drawbacks of BIM?
Benefits:
- Extract quantities quickly
- Efficient and quick to produce cost report directly from drawings, eg through CostX
Drawbacks:
- Model could be unreliable if not compiled correctly, therefore due diligence must be undertaken on quantities
- Sometimes requires data manipulation to get information into the correct format for use
Are you aware of any regulations to protect data?
- General Data Protection Regulation
- Data Protection Act 2018
What is GDPR?
- General Data Protection Regulation
- EU regulation that covers data protection and privacy in the EU and EEA
- Also covers the transfer of personal data outside the EU and EEA
What is the Data Protection Act 2018?
- UK equivalent to GDPR
- How personal information is used by government bodies and organisations
What is the purpose of GDPR?
- Harmonise data privacy laws across all members of the EU and EEA, providing greater protection for individuals
- Also addresses how business can handle information of those who interact with them
Who are the key people named under GDPR?
- Data Subject: who the data is about
- Data Processor: who processes the data (such as assistant to the data controller)
- Data Controller: deals with how and why the data has been collected / is being used
- Data Protection Officer: implements the data protection regulations
What constitutes personal data under GDPR?
- Name
- Photo
- Bank details
- Medical information
What are the 7 key principles under GDPR?
Lawfulness, fairness & transparency
Accountability
Data minimisation
Storage limitation
Purpose limitation
Accuracy
Confidentiality & Integrity
(LADS PAC)
What are the 8 individual rights under GDPR?
The right….:
1. To be informed
2. To Erasure
3. To rectification
4. To access
5. To data portability
6. To object
7. To automated decision making & profiling
8. To restrict processing
Who enforces GDPR?
- The information commissioners office
Are you aware of any legislation that allows you to access your personal data? Or data from a public body?
The Freedom of Information Act 2000
What is the Freedom of Information Act?
- Provides public access to information held by public authorities
- This can be through public authorities publishing information, or the public can request information from local authorities, under the act
If you were clearing out the office and you were going to destroy a paper copy of a document, what would you consider?
- Is this an original copy?
- Do we have a backup copy, eg saved on the shared drive?
- Could this be required for legal proceedings, such as litigation
What measures would you take to ensure client confidentiality?
- Files should be locked away or password protected
- Non-disclosure agreements could be signed
- Physical separation of staff
What is an information barrier?
A physical or electronic separation of individuals within the same firm to ensure confidential information is protected
How would you protect data that was being transferred to your client?
- Password protect
- Use secure networks and software
- Recorded special delivery
- Marked as confidential
Can you tell me the difference between an intranet and an extranet
- Intranet = private network for employees to communicate and collaborate internally within an organisation
- Extranet = private network outside of a company that allows authorised users to access, communicate and collaborate
