Data Management

Question 1

What is data?

Answer 1

Data is defined as facts or figures, or information that’s stored in or used by a computer.

An example of data is information collected for a research paper.

An example of data is an email.

Question 2

How is data collected, analysed and stored within your employer’s organisation?

Answer 2

By email

Excel spread sheets

Software
Alpha 5
Core
Dips

Intranet libraries

SAP - storing all employee data

Question 3

How is project information is stored within your employer’s organisation?

Answer 3

Data can be stored locally in files with restricted access to only those who need it.

Online systems such as alpha 5 dips and core site which can be used for the storage, processing and auditing of information.

Question 4

How can you ensure the security of data?

Answer 4

Password protecting documents.

Reviewing who has access to folders.

When sending emails make sure they are encrypted so they cannot be intercepted.

Question 5

What legislation dictates the storage and sharing of information?

Answer 5

Data Protection act 2018

The Data Protection Act 2018 is the UK’s implementation of the General Data Protection Regulation (GDPR). Everyone responsible for using personal data has to follow strict rules called ‘data protection principles’. They must make sure the information is: used fairly, lawfully and transparently.

The UK’s 2018 Data Protection Act is an almost identical copy of GDPR for a reason: when the UK leaves the EU, there won’t be a huge shift in the law.

Question 6

What is elemental analysis?

Answer 6

Elemental analysis is a process where a sample of some material (e.g., soil, waste or drinking water, bodily fluids, minerals, chemical compounds) is analysed for its elemental and sometimes isotopic composition.

Question 7

What is GDPR?

Answer 7

General Data Protection Regulation (GDPR) 2018

Companies covered by the GDPR are accountable for their handling of people’s personal information.

Question 8

How does GDPR effect your business?

Answer 8

must abide to the new GDPR rules when handling the publics personal information about the individual to ensure it can operate as it needs to but not compromise the personal data it holds on an individual.

Question 9

What is SAR?

Answer 9

A Subject Access Request (SAR) allows an individual the ability to ask a company or organisation to provide data about them.

Question 10

What is the Freedom of Information Act?

Answer 10

The Freedom of Information Act (FOIA) 2000 gives you the right to access recorded information held by public sector organisations.

An organisation could refuse your request if the information is sensitive or the costs are too high.

Question 11

What is Business Management System

Answer 11

Business Management System (BMS) is a set of tools for strategic planning and tactical implementation of policies, practices, guidelines, processes and procedures that are used in the development, deployment and execution of business plans and strategies and all associated management.

Question 12

What should you do if you receive a freedom of information act?

Answer 12

You normally have 20 working days to respond to a request. For a request to be valid under the Freedom of Information Act it must be in writing, but requesters do not have to mention the Act or direct their request to a designated member of staff.

Question 13

What is your understanding of the term Confidentiality?

Answer 13

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

Question 14

What is your understanding of the term Meta Data and why is this
important?

Answer 14

• 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.
• 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

Question 15

What is your understanding of Intellectual Property and Copyright?

Answer 15

• 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.
• It is common within construction for a client to be granted license for use and reproduction of copyright material which should be clearly defined.
• This could be the right to use a particular design by a subcontracting specialist who retains control of the original copyright.

Question 16

What is the Freedom of Information Act 2005?

Answer 16

• 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.
• Information must also be published through the public authorities publication scheme.
• The act covers all information held and not just information since the act came into effect.

Question 17

What are the benefits of cloud-based storage systems?

Answer 17

• 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.
• Documents and folder systems can be synchronized

Question 18

What is the meaning of a non-disclosure agreement?

Answer 18

• Non-disclosure agreements are used to protect against the disclosure or sharing of any confidential data.
• Prior to the confidential data being share with a recipient, clients will typically request that the recipient signs up to an NDA.
• They are often used when confidential, sensitive, innovative or intellectual property information is being shared to prevent this information being used by competitors.

Question 19

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

Answer 19

• 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.

Question 20

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

Answer 20

• 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.
  o To stop or restrict the processing of their data.
  o The right of portability.
  o To object to the use of their data.

Question 21

Who are the key persons outlined within GDPR?

Answer 21

• Controller
  o 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.
• Processor
  o 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.
• Data Protection Officer (DPO)
  o 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.

Question 22

What are the 8 individual rights under GDPR?

Answer 22

• 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