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APC > DATA MANAGEMENT > Flashcards

DATA MANAGEMENT Flashcards

1
Q

How was GDPR affected you in the office?

A

In job role – right to collect something we actively do at check and in form of return where personal data is collected. Making sure I store data security – naming conventions, locking laptop and not leaving un attended. Passwords in to laptop and two factor authentications.

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2
Q

You mention GDPR 2018, when did UKGDPR come into force?

A

2020

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3
Q

What are the principles under the UK GDPR 2018

A

Article 5 principles relation to the storage of personal data states that data must be:
Lawfulness, fairness and transparenct - Processed lawfully, fairly and in a transparent manner in relation to individuals
Purpose limitation - Collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes
Data minimisation - Adequate, relevant and limited to what is necessary for the purposes for which they are processed
Accuracy - Accurate and where necessary kept up to date every reasonable step must be taken to ensure that personal data that are inaccurate having regard to the purposes for which they are processed, are erased or rectified without delay
Storage limiation - Kept in a form which permits identification of data subject for no longer than is necessary for the purposes for which the personal data are processed
Intergrity and confidentiality - Processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures
Accountability - Article 5 requires that “the controller shall be responsible for, and be able to demonstrate, compliance with the principles”

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4
Q

What is special category data

A

Special category data can be factual or inferred information about an individual. If you are intentionally processing data to infer details that fall within the special categories of data such as a person’s ethnic origin or political opinions then this is considered special category data.

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5
Q

What is a subject access request

A

A SAR is a request made by or on behalf of an individual for the information which they are entitled to ask for under Article 15 of the UK GDPR.

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6
Q

What penalties are there if data breach under the CRCA?

A

Maximum penalty of two years imprisonment, a unlimited fine or both.

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7
Q

Are there any alternative actions – other than fine what can they do?

A

warning, temporary or permanent band on data processing

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8
Q

What is the freedom of information act?

A

Provides public access to information held by public authorities.

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9
Q

What information is exempt from freedom of information?

A

Personal data and national security

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10
Q

On the SDLT exercise, who were you advising?

A

I advised senior colleagues on the most reliable data which in turn would support the valuation work they undertake.

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11
Q

SDLT -How did they access the information you collated?

A

They accessed the information through our internal database. Password proected.

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12
Q

This geospatial commission group, are they part of HMRC?

A

Yes

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13
Q

Are we going to give them our rental values to put onto the data mapping system?

A

I suggested recommendations of how the process of CCA could be inputted into mapping.

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14
Q

Geospation - You fed back your findings, how did you present the evidence?

A

PowerPoint presentation which I presented in a meeting.

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15
Q

Did they ask questions?

A

The Geospatial commission had the chance to ask questions at the end of the presentation.

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16
Q

What happens if there is a data breach?

A

When a breach involves personal data we must act quickly to assess any potential impacts to the individual. If deemed necessary, we have just 72 hours from th discovery of data breach to report it to the Information Commissioners Office (ICO).

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17
Q

Data file retention policies?

A

Minimum 6 years as this is length of time sued for negligence, there are way os suing after this time.
Used to dispose of paper after 6 and move electronically
Our only data base tends to keep the data, we have data from 2012. Can have affect on future decisions or can retain helpful information.

Within the VOA we have retention schedules that set out the agreed retention period for all different types of information depending on the business area.
If identified for disposal on the agency retention schedule then can dispose of information.If it isn’t then have to have approval from Information Asset Owner to destroy.

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18
Q

Was it all sales on SDLT?

A

No just land sales

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19
Q

I can see you provided about which transactions are reliable, how did you advise which were not reliable?

A

Those with connected parties, the consideration

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20
Q

How did you identify which ones are connected parties?

A

On the transaction can see who the vendor and purchaser was looking at their names to see if same surnames, further checks on companies house to see if transferred between businesses

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21
Q

How did you analyse development land sales?

A

I had regard to whether planning application had been made on the site

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22
Q

If had planning granted how did you analyse these?

A

Put a comment against the transaction, if there was permission, no planning, or hope value

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23
Q

Did you analyse the figures in more detail, price per hectare/acre?

A

Analysis on a price per acre

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24
Q

How would you identify amenity land?

A

Rough land, less than 5 acres, woodland or rivers close by

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25
Q

How to identify what land is used for?

A

Locate plan of land, look on google maps, any buildings on the site, any live rating or council tax assessments, planning, steet view, road frontage

26
Q

How big is land for pony paddock?

A

2/3 acres

27
Q

Geospatial commission presentation – what was your advice?

A

Presented in a meeting how the valuation of use data in our everyday operation, advise them how we use data in non domestic rating. By informing them of how we use our data, then could then take this and determine the information they hold and how they can geospatially present it.

28
Q

What is EIG and why did you use it?

A

EIG is a database that holds information of recent. Used it to identify comparables. Good for land.

29
Q

What is Rightmove and why did you use it?

A

Rightmove is a database that holds residential sales data. Used to identify comparables.

30
Q

What is CoStar and why did you use it?

A

CoStar is a database that contains recent transactions of land and commercial property. Used for office sales.

31
Q

Did you take any additional steps to verify the data you used from these sources?

A

Cross checked across each database and also internal records.

32
Q

When might you use a market report as supporting evidence?

A

Where lacking comparable data transactions

33
Q

What security classifications does your company use?

A

Official – for majority of information created, stored or processed by the public sector. This includes routine business operations and services, as well as some private information that would be damaging if lost, stolen or published in the media.
Secret – very sensitive information that needs protecting against determined and highly capable threats.
Top secret – the most sensitive information, requiring the highest level of protection from the most serious threats.

34
Q

What security classification do you use to store plans?

A

Official

35
Q

When would you use official sensitive?

A

Applied to official information that is not intended for public release and that is of at least some interest to threats

36
Q

Why are naming conventions important?

A

Provides a systematic method for naming files that will make them easier to retrieve later. Allows you to know the content of a file without opening it

37
Q

Asset Valuation Project What sources did you collect your evidence from?

A

External databases – rightmove, egi, co star
Market Reports
Internal database

38
Q

Asset Valuation Project You say you undertook sense checks on the internal database info using external sources? How? Why?

A

By searching the address and looking at any transaction details. To confirm reliability of the evidence.

39
Q

Highways Asset Valuation - What was the purpose of the valuation?

A

Advise Highways England on the market value of assets they had acquired.

40
Q

Highways Asset Valuation- What is the Highways England mapping tool?

A

Database provided by Highways England that showed a map of assets they had marked with red line boundary.

41
Q

Highways Asset Valuation - What filters did you use to find comparables?

A

Proximity to the asset location, date of the transaction

42
Q

Highways Asset Valuation - How did you present your information and provide your advice.

A

My evidence and explanation was outlined on a valuation sheet. However this reasoning was not shared with Highways England and instead stored securely in a dedicated folder on our internal system.

43
Q

Highways Asset Valuation - Why did you not provide reasoning to your client?

A

Because some of the evidence was not in the public domain.

44
Q

Highways Asset Valuation - How did you share the spreadsheet?

A

Shared via cloud based spreadsheet.

45
Q

SDLT Transactions - What was the purpose of this task/exercise?

A

The purpose of the task was to determine the reliability of the stamp duty land tax transactions and advise senior colleagues of the most relevant and reliable data so they could use this as comparable evidence within their valuations.

46
Q

SDLT Transactions - You undertook extensive market research using internal and external sources of data – what sources were relevant for this example?

A

I looked at the details of the transaction which included the address, size of the land and the parties involved in the transaction. I used companies house to determine connected parties. I used external sources such as google maps to locate the land and see what was on the site. I had regard to planning authority planning application searches to determine if any planning applications had been made on the site.

47
Q

SDLT Transactions - Where did you find flood risk data?

A

Government website has a flood risk search where you can input postcode and see the risk of flooding in that location.

48
Q

SDLT Transactions - What advice did you give and how did you provide that advice?

A

I advised senior collegues of the reliability of each of the transacionts and what the land was and if there was any planning. My advice was recorded within the notes against each transaction.

49
Q

Geospatial - What was this exercise?

A

I presented in a meeting with the Geospatial commission on how the valuation office use data in our everyday operation.

50
Q

Geospatial - What was your involvement?

A

I created a presentation to effectively describe to the geospatial commission how we use data in our everyday operations to progress challenge cases. I created a PowerPoint which outlined the different databases we use within the business and where each database fits in at the relevant stages of progressing a non-domestic rating case.

51
Q

Geospatial - What advice did you provide?

A

I successfully informed and advised the Geospatial commission of how we use data in order for them to determine how they could help us to geospatially present our data

52
Q

Geospatial – What records did you recommend could be geospatially presented?

A

I advised that it would helpful to see CCA on a plan, and so you can view a make of properties who have submitted checks and where they are at within the CCA stage.

53
Q

What are the individual rights under UK GDPR?

A

Right to be informed
Right of access
Right to rectification
Right to erasure
Right to restrict processing
Right to data portability (to use for their own purposes)
Right to object
Rights to automated decision making and profiling (as undertaken by insurance companies)

54
Q

What is the environmental information regulations 2004?

A

Provide public access to environmental information held by public authorities. Two ways:
Public authorities must make environmental information available proactively.
Members of the public are entitled to request environmental information from public authorities
Cover any recorded information held by public authorities in England, Wales and Northern Ireland.
Must respond promptly and no later than 20 working days after receipt.

55
Q

Forms of data analysis?

A

SWOT analysis
Traffic light analysis
Weighted analysis
Ranking
Cost benefit analysis
Option analysis
Software based or excel

56
Q

How to display data?

A

Graphs
Diagrams
Bar charts
Plotted on maps
Schedules
Tables
Matrices
Powerpoint presentations

57
Q

What is data used for?

A

Create shortlists
Create business plans
Create action plans
Make recommendations
Give advice
Bring data to life to enable decisions to be made

58
Q

What is the document cycle?

A

Compose, capture, review, approve, retreive, archive

59
Q

Title and land reg?

A

Proof of title - deeds ae absolute proof
Registered land is a good indication

60
Q

What are the legal updates in relation to data management?

A

The Data Protection and Digital Information Bill is currently expected to come into force in Spring 2024. Most of the changes are intended to make it easier to comply with UK data protection law.

61
Q

What are the information governance roles?

A

Accounting officer then underneath this information assets owners or different areas of the business, then information asset managers below this and support officers.

APC (13 decks)

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