Data Management

Question 1

What is Electronic Document Management (EDM)?

Answer 1

A collection of technologies for managing the creation, capture, indexing, storage, retrieval, and disposition of records and information assets of an organization.

Question 2

What are some examples of best practices for Electronic Document Management (EDM)?

Answer 2

Procedures, separate email systems, controlled access rights, consistent process sheets, consistent document naming, and maintaining records of distributed and disposed information.

Question 3

Where can you find details of electronic data and procedures in an organization?

Answer 3

Published sources like BCIS, Land Registry, CoStar, Planning Portals, and Flood Risk Maps. Additionally, ask about how data is collected, analyzed, and stored within your organization.

Question 4

What is GDPR?

Answer 4

GDPR is an extension of the Data Protection Act 1998, covering the security of modern data and technology.

Question 5

When did GDPR come into effect?

Answer 5

GDPR applies from 25 May 2018.

Question 6

Who does GDPR apply to and what data is affected?

Answer 6

GDPR applies to ‘controllers’ (who decide how and why personal data is processed) and ‘processors’ (who act on the controller’s behalf). It covers both electronic and manually held information, including business cards and written records.

Question 7

How can you keep personal data safe

Answer 7

have a strong policy on data protection
ensure staff are trained in the key elements of DP
use strongpasswords and 2-step authentication
back-up data regularly
control access to data
ensure secure physical access to storage (computers, filing cabinets, offices etc.)
REGULAR MONITORING