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January Competencies > Data Management > Flashcards

Data Management Flashcards

1
Q

What legislation refers to keeping data secure?

A

GDPR
Data Protection Act 2018

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2
Q

How is the database used for effective data management?

A

Easy to use
Stores a large amount of information
Ability to redact personal data
Ability to extract large amounts of data for analysis
Allows management to assess stock condition and allocate resources as necessary
Check statutory compliance
Promotes trust with the public.

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3
Q

How is the projects database used?

A

Records past, present and future projects
Records important information on the project such as start and finish dates, what the project covers and estimated costs
Links multiple assets
Allows all staff to see important information on the project.

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4
Q

How is the repairs database used?

A

To allocate resources to appointments
To record and redact resident information
To manage statutory compliance

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5
Q

How is the stock database used?

A

To record a large amount of information on an asset
To continuously update
Log statutory compliance
To save files, drawings
Photos and certificates
For anyone in the organisation to access to find out more information

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6
Q

How have you used the database to support decision making?

A

Asset management surveys provide information on the condition of an asset
This is updated on the stock database
This allows for reactive repairs to be undertaken
This allows for management to look at the whole portfolio and determine where resources need to be allocated for larger project work

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7
Q

What is GDPR?

A

The General Data Protection Regulations are a law that was created in the European Union to protect the personal data of citizens
It tells companies what they can & cannot do with personal data and how personal data can be used correctly and lawfully

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8
Q

When did GDPR come into force?

A

25th May 2018

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9
Q

How would you report a breach of data?

A

Within 72 hours to the Information Commissioner’s Office who will investigate.

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10
Q

Who is a data controller?

A

The party that determines the purpose for processing data, how, why and the frequency.

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11
Q

Who is a data processor?

A

Someone who processes data on behalf of the data controller.

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12
Q

Who is a data subject?

A

A party that the data can identify.

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13
Q

What does GDPR stand for?

A

General Data Protection Regulations

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14
Q

What are the 7 principles of GDPR?

A

Lawfulness
Accountability
Accuracy
Security
Purpose limitation
Data minimisation
Storage limitation

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15
Q

Fines when data is breached?

A

4% of annual turnover or EUR 20 million - whatever is greater.

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16
Q

What are the storage principles for data?

A

Data kept for only as long as is necessary for its intended use
This can be achieved through organisations creating a data retention policy.

17
Q

What are the different types of special category/sensitive data?

A

Outlined under Article 9 of GDPR - there must be a lawful basis to capture and store this information

Race
Religion
Disability
Marital status
Biometric data
Genetic data
Political sway

18
Q

What is personal data?

A

Data that can identify someone, e.g. Address, name, number, ID number, email.

19
Q

How would you dispose of data?

A

Redact from online, shred confidential data.

20
Q

How is an organisation accountable within GDPR?

A

Organisations must take responsibility for their actions and how they comply with the GDPR principles
Appointment of data protection officers
Conduct Data Protection Impact Assessments
Be able to demonstrate compliance with GDPR

21
Q

Benefits of adhering to GDPR rules?

A

Build customer trust
Reducing data breaches
Increased accountability
Boost operational efficiency

22
Q

What is the Data Protection Act?

A

2018
UK interpretation of GDPR.
Ensuring data protection principles are followed when processing personal data.
Request personal data with subject access requests.

Includes:
Data breaches to be reported in 72 hours.
Larger fines - 4% of annual turnover or EUR 20 million, whatever is larger.
Data protection officer for 250+ employees.

23
Q

What is the Freedom of Information Act?

A

2018
Right for public access to information held by public authorities
Public authorities are obliged to publish certain information about their activities
E.g. Emails, CCTV, notes

24
Q

How to request information from public authorities?

A

Written FOI request
20 days to respond - under section 10 of the FOI Act
Forward onto FOI team ASAP
Identity must be established before personal data is given out
Can be refused if the data is likely to cause disruption - Section 14 of the FOI Act.
Anyone can make an FOI request, including individuals and organizations

25
Q

How does PCC keep information secure?

A

Document sensitivity labels
Virus protection
Cloud-based storage system with restricted access
Staff training.

26
Q

What is a subject access request?

A

Under the Data Protection Act 2018

Request for personal data a company holds on an individual

Response within 1 month

Anyone can make a SAR, including third parties on behalf of someone else

27
Q

What is data management?

A

Data management is the practice of collecting, organising, protecting, and storing an organisation’s data so that it can be analysed for decision making purposes.

28
Q

What is information governance?

A

Approach to how information is handled correctly and lawfully, processes in place for reporting and recording of data securely such as policies and training for staff.

29
Q

Importance of good data management practices within PCC?

A

Ensure statutory compliance
Allow for effective resource allocation
Ensures property is let to the most suitable tenant

30
Q

How do you deal with data in your role?

A

On a daily basis
Updating finances from project valuations
Deal with personal data to contact residents to make appointments. This information is disposed of to be in line with GDPR principles
Inputting statutory compliance information, such as FRA dates and actions.

31
Q

How do you analyse data?

A

In my role creating building safety cases I have to include data on statutory compliance.
I find this by extracting reports from the database and filter the data to show me the compliance figures.

32
Q

What rights does the data protection act give individuals?

A

o The right to access
o The right to be informed
o The right to rectification
o The right to erase
o The right to restrict processing
o The right to object use
o The right to data portability

January Competencies (3 decks)

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