Data Management Flashcards
How long do you need to keep data for?
6 years if the contract is signed underhand
12 years if signed as a deed
RICS recommends up to 15 years as this is the limitation period for most legal claims
What types of data systems are used in your organisation?
- Shared hard drives
- Back up servers
- Online storage systems such as Sharepoint
- Microsoft Teams
- Secure File Transfer Service
What is a project extranet system?
A computer network that allows external parties to view project files on a secure platform.
Advantages:
- improves communication
- 24 hour access
- efficient
- secure
Disadvantages:
- Can be expensive
- Requires maintenance
- May require user training to operate
What are the benefits of cloud based storage systems?
- Easy access anywhere in the world
- Secure/password protected
- Low set up cost
- Teams can work in real time
- Access control and restrictions available for confidential information
What sources of pricing data are available?
BCIS
Pricing books such as Spons
Benchmarking
In house records and data bases
What are pricing books?
Assists with estimating and valuing variations etc
What is the BCIS?
Building Cost information Service
Provides cost and price data for the UK construction industry, The data will help to produce specific estimates for options appraisals, provide early cost advice and plan costs and benchmarks
Part of the RICS
What is the Data Protection Act 2018?
The Data Protection Act 2018 controls how your personal information is used by organisations, businesses, or the government.
The Data Protection Act 2018 is the UK’s implementation of the General Data Protection Regulation (GDPR)
What is GDPR?
A regulation in EU law on data protection and privacy in the EU and European Economic Area. It also addresses the transfer of personal data outside of the EU and EEA Areas.
Who are the key persons outlined within GDPR?
- Data controller - person that decides how and why to collect and use the data. The controller must make sure that the processing of that data complies with law.
- Data processor - a separate person who processes the data on behalf of the controller and in accordance with their instructions.
- Data subject - individual whom the personal data is about
- Data Protection Officer - is a guarantor of compliance with the data protection regulations, without replacing the functions carried out by the supervisory authorities.
What are the 7 key principles of GDPR?
- Lawfulness, fairness and transparency.
- Purpose limitation.
- Data minimisation
- Accuracy
- Storage limitation
- Integrity and confidentiality
- Accountability
What are the 8 individual rights under GDPR?
- To be informed
- To access
- To rectification
- To erasure
- To restrict processing
- To data portability
- To object
- To automated decision making and profiling
Who enforces GDPR?
The Informations Commissioner’s Office
What is the Freedom of Information Act 2000?
Provides public access to information held by public authorities.
It does this in two ways: public authorities are obliged to publish certain information about their activities, and members of the public are entitled to request information from public authorities.
If you need to destroy a document, what things should you consider beforehand?
- Is the document an original / legal document
- Could the document be required for litigation or other proceedings?
- Does the document relate to a live project?
- Is a back up copy available?
