Data Management Flashcards
What are the primary sources of data you use in your role as a QS?
H
How do you ensure the reliability and accuracy of the data you collect?
Describe the methodologies you use to collect and store data?
How do you ensure compliance with data protection regulations, such as GDPR?
Can you provide an example of how you have analysed data to inform a project decision?
What tools and techniques do you use for data analysis in your projects?
How do you integrate data management practices into your day-to-day activities?
Describe a situation where effective data management improved the outcome of a project?
How does BIM impact data management in quantity surveying?
What are the benefits and challenges of using centralised databases for data management?
What are the key legislative requirements affecting data management in your jurisdiction?
How do you ensure that your data management practices comply with these requirements?
What is your understanding of the term Confidentiality?
Where information is provided in confidence but is not to be shared without permission
What is your understanding of the term Meta Data?
Meta Data is information about a specific piece of data.
E.g. a the Meta Data associated with a document could consist of the author, file size, type, date of creation and keywords to describe it
Meta Data should be afforded the same level of care as all other confidential data
What is your understanding of Intellectual Property and Copyright?
Right to control the use and ownership of original works
Work created by an employee generally belongs to the 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.
E.g. right to use a particular design by a sub-contractor who retains the original copyright
What is the Freedom of Information Act 2005?
Primary piece of legislation that controls the access to official information
Act permits the public right of access to information held by public authorities
Information must also be published through the public authorities publication scheme
Act covers all information held and not just information since the act came into effect
What are the benefits of cloud-based storage systems?
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
Convenient to send and share files online instead of mailing physical copies
Multiple users can access the same documents
Documents and folder systems can be synchronised
Cloud systems are environmentally friendly - less paper
What is the meaning of a non-disclosure agreement?
Non-disclosure agreements are used to protect against the disclosure or sharing of any confidential information
Prior to the confidential data being shared with a recipient, clients will typically request an NDA is signed
They are often used when confidential, sensitive, innovative or intellectual property information is being shared to prevent this information being used by competitors
If two separate departments in your firm were working for two rival companies, how would you ensure sensitive information is managed?
I would make the client aware and check their understanding of the conflict of interest
Ensure a letter of instruction to continue is obtained from the client
Exclusivity of staff would be arranged
The use of NDAs would be considered
Secure document and data storage would be arranged and used exclusively for the separate teams
How have you handled working under an NDA on a project?
On a project for a luxury retailer, the project was under NDA.
This meant that when speaking to potential supply chain members I could only share what was public knowledge and not share confidential information.
Companies who needed more detail were asked to sign an NDA before any details were shared.
What is the Data Protection Act 2018?
manages how personal data is processed by organisations and the government
It is the UK legislation for the implementation of the EU General Data Protection Regulations (GDPR)
What are the key principles of the Data Protection Act 2018?
The act ensures that data is:
- Used fairly, lawfully and transparently
- Used in a way that is adequate, relevant and limited to only the purpose it is intended
- Is retained for no longer than is necessary
- Processed securely including the protection against unlawful use, loss or destruction
What are a person’s rights under the DPA 2018?
The right to:
- Be informed about how their data is used
- access their data
- to have incorrect information updated
- have their data erased
- stop or restrict the processing of their data
- right of portability
- object to the use of their data
Who are the key people outlined within GDPR?
Controller - natural person or legal entity that determines the purposes and means of the processing of personal data
e.g. when processing an employee’s data, the employer is considered the controller
Processor - a natural person or legal entity that processes the personal data on behalf of the controller
e.g. a call centre acting on behalf of its client
Data Protection Officer (DPO) - leadership role required by EU GDPR. This role exists within the companies that process personal data of EU citizens. A DPO is responsible for overseeing the data protection approach, strategy and its implementation.
What are the 8 individual rights under GDPR?
Right to be informed
Right of access
Right of rectification
Right to erasure
Right to restrict processing
Right to data portability
Right to object
Rights of automated decision making and profiling
What different sources of information do you use in your day-to-day surveying?
RICS guidance notes
Contract documentation
Previous tenders
Cost plans
Valuation data
Industry journals
Specialist sub-contractor information
How do you manage these sources of information to ensure compliance with legislation?
If signed up to an NDA with a client I ensure complete confidentiality and am not able to talk about these projects with those who are not party to the project
I use lockable and secure document storage for hard-copy documents.
Electronic information is kept securely on encrypted servers.
I am always sure to lock my computer when away from my desk and comply with my firms IT security policies
If I am sharing or processing information not available in the public domain from a previous project I always obtain the client’s written permission to do so.
How do companies ensure compliance with the Data Protection legislation generally?
They should only retain data they need to perform their day-to-day operations
If they are retaining someone’s data they should ensure the person is kept informed and advised on why they have it
They should hold the data securely
They should also keep the information up to date and delete any information they no longer need`
