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Core - Inspection > Data Management > Flashcards

Data Management Flashcards

1
Q

All data sources need to be?
What are the essential characteristics that all data sources need to have?

A
  • Accurate
  • Verified
  • Up to date
  • Reliable
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2
Q

What must you ensure when researching comparable data?

A
  • Comprehensive, i.e. Ideally, more than one transaction. At least three, if not more than five, would be better
  • Very similar or identical
  • Recent
  • Result of an arm’s length transcation
  • Verifiable
  • Consistent with local market practice
  • Result of underlaying demand, i.e. Sufficient bidders to create an active market
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3
Q

What is the UK’s implementation of GDPR?

A

The Data Protection Act 2018

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4
Q

What is Data Protection Act 2018?

A

UK’s implementation of GDPR

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5
Q

What does GDPR stand for?

A

General Data Protection Regulation

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6
Q

What does GDPR relate to?

A

Control how Personal data used by organisations and businesses

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7
Q

When was GDPR effective?

A

25 May 2018

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8
Q

How often should firms consider and document the risks to all types of data they hold?

A

Review should occur regularly, at least annually

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9
Q

How can data breaches happen?

A
  • employee mistakes
  • equipment failure
  • hacking
  • cyber-attacks
  • malware (software designed to gain access to your computer systems)
  • loss of equipment
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10
Q

What topics should be focused on to ensure your staff are trained to keep data secure?

A
  • what to do if there is a data breach and how to report one
  • how to transfer data securely (both inside and outside the office)
  • how to work securely from home
  • how to comply with the firm’s personal data-protection policy
  • how to avoid falling victim to malware, phishing and other types of cyber-attacks
  • being careful with the firm’s information on social media
  • setting up proper passwords
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11
Q

What is Personal Data?

A

UK GDPR ARTICLE 4 states:
Any information relating to an identified or identifiable natural person (data subject) and an identifiable natural person is one who can be identified directly or indirectly

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12
Q

What is Copyright?

A

A form of Intellectual Property (IP) that the author of the original work has exclusive rights to control the distribution of their work.

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13
Q

Who are the key persons outlined within GDPR?

A

Controller – person that determines the purpose and means of processing personal data e.g. the employer.

Processor – person that processes personal data on behalf of the controller e.g., call centres acting on behalf of its client.

Data Protection Officer – leadership role required by EU GDPR. Responsible for overseeing the data protection approach strategy and implementation.

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14
Q

Who must all firms hire under GDPR

A

Data Protection Officer

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15
Q

Who is GDPR policed by?

A

Information Commissioners Office (ICO)

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16
Q

When do data security breaches need to be reported to ICO?

A

When there is a loss of personal data and a risk to individuals - within 72 hours

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17
Q

What are the Eight (8) individual rights under GDPR?

A
  1. Informed
  2. Access
  3. Rectification
  4. Erasure抹掉
  5. Portability
  6. Restrict processing
  7. Object
  8. Automated decision making and profiling剖析

I ARE PRO A

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18
Q

According to Article 5(1) of the GDPR, what are the obligations of data holders regarding the principles of storing personal data? Please outline the key requirements for how personal data must be handled.

A
  1. Lawfulness, fairness and transparency;
  2. Purpose limitation
  3. Storage limitation
  4. Data minimisation
  5. Accuracy
  6. Integrity and confidentiality
  7. Accountability

LFT
PL
SL
DM
AIA

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19
Q

Under the UK GDPR and the Data Protection Act 2018, what are the maximum fines?

A

£17.5 million or 4% of the annual global turnover (whichever is higher)

20
Q

What does the Freedom of Information Act 2000 allow for?

A

Gives the public the right to request information held by public authorities

21
Q

What are the timescales associated with requesting of information under the Freedom of Information Act 2000?

A

Public body must supply the information within 20 working days

22
Q

How can a FOI request be made?

A

Must be written - Letter, email, social media, online form, fax

23
Q

What are the reasons for refusing a request under the Freedom of Information Act 2000?

A
  1. Contrary to GDPR
  2. Prejudice criminal matter under investigation or a person’s commercial interest
  3. Too costly or too much staff time
  4. The request is vexatious 無理取鬧的
  5. The request is a repeat of previous from same person
24
Q

What two ways does the freedom of information act provide the public with access to information held by public authorities?

A
  1. The Act provides individuals or organisations with the right to request information held by a public authority.
  2. Information must also be published through the public authority’s publication scheme.
25
Q

What security measures can be implemented to safeguard data?

A
  1. Password Protection/ Changing Password
  2. Locking laptop when away form desk
  3. Firewalls
  4. Two factor authentication
26
Q

What data is held in your office?

A

Employee Data - Individual information
Client Data - Leases, plans, deeds
Company Data - Accounts, TOE, Instructions

27
Q

What best practices would you recommend for effective data management?

A
  1. Regular Backups
  2. Ensure electronic signature cannot be altered (send PDF version)
  3. Data Encryption
28
Q

What is Encryption?

A

A process of converting data into a coded format, so that only authorised people with the correct key or password can read or access it. It helps protect sensitive information from being accessed by unauthorised individuals.

29
Q

What is firewall?

A

A security system that monitors and controls incoming and outgoing network traffic. It acts as a barrier between your computer or network and the internet, blocking unwanted or harmful data while allowing safe data to pass through.

30
Q

What is Blockchain?

A

Blockchain is a digital system for recording transactions in a secure, transparent, and unchangeable way.

It works like a chain of blocks, where each block contains a list of transactions. These blocks are linked together and stored across multiple computers, making it difficult for anyone to alter the information without everyone else knowing. It’s commonly used for things like cryptocurrency and secure data management.

31
Q

What does disclosure mean?

A

Sharing of information with others

Before sharing information you must be sure you have the right to disclose it and the person requestion it has the right to receive it.

32
Q

What is the purpose of Commissioners for Revenue and Customs Act 2005 (CRCA)?

A

Ratepayer information is covered by the duty of confidentiality

33
Q

What does CRCA set the VOA’s statutory functions as?

A
  • Producing rating lists
  • Council tax valuation lists
  • Valuation of property
34
Q

How long can you store data for under the CRCA?

A

No time limit but needs to be Reasonable, Necessary and Proportionate

35
Q

What are the key principles set out in the CRCA 2005?

A
  • Reasonable
  • Necessary
  • Proportionate
36
Q

Which parts of the CRCA 2005 relate to your firm?

A

VOA - section 10
Disclosure- section 18
Criminal Offences - section 19

37
Q

What is a non-disclosure agreement?

A

Agreement between two or more parties to keep data/information confidential for a certain period under certain conditions.

38
Q

What is your firms data management strategy?

A

4 pillars
1. Data Foundations - data that is fit for purpose: held in the right formats, on the right systems, and of good quality.
2. Data Skills
3. Data Availability - data that is appropriately accessible to our customers, users across government, and beyond.
4. Data Responsibility - data that is always used responsibly, in a way that is lawful secure, fair, ethical, sustainable and accountable

FRAS

39
Q

Types of data?

A

Qualitative - things
Quantitative - numbers

40
Q

What can you do to protect against a Data Breach?

A
  • VPN
  • Changing password regularly
  • Two factor authentication
  • Antivirus software
41
Q

What is the Key difference between GDPR and DPA 2018?

A

GDPR looks to regulate personal data
vs
DPA 2018 goes further and regulates non-personal data

42
Q

How would you deal with a freedom of information request?

A
  • Check the request is made in writing (email/letter)
  • Check it includes the requester’s name and address and clearly describe the information wanted.
  • Forward request to FOI inbox team
43
Q

What is Subject Access Request (SAR) under DPA 2018?

A

A written request to a company asking for access to the PERSONAL NFORMATION it holds on you.

44
Q

How would you deal with someone requesting to access their own personal information?

A

There is a deadline of one month to response to the request. I would forward any request where a requester asks for their own information to the SAR inbox immediately by email.

If the request is part of the outstanding case, I would consider if it can be dealt with more appropriately as business as usual under CRCA.

A verbal request for property information cannot always be answered verbally. We may require verification of the person’s link to the property before deciding whether we can disclose the information.

45
Q

How do you validate information

A
  • Cross check with another source
  • Call to get further information / confirm details
  • Adopt a common sense approach
46
Q

Name some benefits of cloud based storage systems?

A
  • Information is backed up on encrypted server
  • Cloud systems are often cheaper than the cost of physically storing and managing files
  • Environmentally friendly

Core - Inspection (4 decks)

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