Data Management Flashcards
Can you explain how you use the Document Management System (DMS) in your daily tasks?
- Regularly use DMS to organise, store + manage job files
- E.g. when doing val in Nottingham, uploaded all documents (including inspection notes, correspondence, instructions + due diligence, into designated folders
- This ensures only authorised employees can access necessary files
How does the DMS ensure data protection and backup?
Only authorised users can access data
Backed up automatically on regular basis
Can you describe a specific instance where the DMS helped you maintain an audit trail?
When I did a valuation for a property in Nottingham, I used DMS to upload all correspondence + evidence related to the project
This will serve as evidence if I or someone else ever needs to refer back to it
What are the advantages of using DMS over traditional paper-based systems?
- Easier to find information
- Enhanced data security
- Better organisation
- Easy to share with relevant people
How do you ensure compliance with the Data Protection Act 2018 when handling tenants’ personal data?
Obtain written consent from tenants before sharing personal details with contractors
Upload this top DMS for record purposes
Also use secure platforms to share info - provides higher level of data protection than email
Can you talk us through the process of obtaining and documenting tenant consent for sharing their personal details?
- Before instructing a contractor, obtain consent from tenants for sharing their personal details
- Ensure consent is obtained in writing + then upload evidence to DMS
- This ensures all consent is properly documented + easily accessible for future reference
What is your process for sharing tenants’ data with contractors?
Who is a responsible for the data once it has been shared with a contractor?
Both parties
If a contractor lost personal data for a tenant what is your response?
- Talk to contractor + understand the extent of data lost
- Inform tenant as soon as possible
- Report to Data Protection Officer
- They must report it to the ICO within 72 hours if it posed a risk to individuals rights
- Provide details about breach, including what data was lost + measures being taken to mitigate impact
What measures do you take to protect tenants’ personal data when sharing it with contractors?
Use a secure shared platform (Dwellant) to upload contact information
Platform provides higher level of data protection than email, ensuring tenants’ data is protected from unauthorised access
How do you handle situations where tenants are reluctant to share their personal information?
- Would explain importance of sharing their information for works + reassure them about measures in place to protect data
- If remain reluctant, would explore alternative solutions, e.g. anonymising data or finding ways to complete works without comprising their privacy
How do you use Rightmove Plus to research comparable rental evidence?
- Relied on rightmove plus when undertaking rent review for resi property
- Searched for recent lettings completed within 6 months of review date
- Enabled me to gather relevant rental evidence which I then verified with the letting agents
- Helped me form my opinion of MR
When utilising RM Plus and verifying details with an agent what information do you collect?
Are the agents details subject to data protection rules?
Yes - if details include personal information
Can you describe the process of verifying transaction details with letting agents?
Contacted letting agents via phone call
Record all conversations in writing + upload to DMS to maintain written audit trail
How do you ensure an adequate written audit trail during a rent review?
Document all steps taken, including research, comps + communications with agents
Upload info to DMS
What challenges have you faced when conducting rent reviews, and how did you overcome them?
Finding relevant comparable info
To overcome this, use multiple sources of info + verify with agents
What strategies do you employ to ensure data accuracy and integrity?
Use reliable sources + verify all info with relevant parties
Maintain accurate records to provide written audit trails
How do you manage and organise electronic documents to facilitate easy access and retrieval?
Use DMS to store all documents under specific job files
How do you stay updated on best practices and regulations related to data management?
Undertake regular training by my firm + any relevant CPD available
Are site notes covered under GDPR?
Yes - if they contain personal data, e.g. tenant names, contact details or other identifying regulations
What’s the purpose of an audit trail?
How do you ensure you leave a clear and concise audit trail?
How often do you change your password?
Every 30 days
How long can you store the information you collected and stored in the CJ documents management system?
How would you deal with a situation when a colleague has accessed a valuation without your knowledge?
Would check to see who has authorised access to data, approach colleague + raise with line manager if appropriate
When completing valuations, how do you ensure that only the necessary colleagues within your organisation have access?
How have you used data searches for due diligence functions?
How have you searched for comparable evidence?
How have you extracted and used survey and valuation data?
How have you inputted survey and valuation data?
How have you ensured good data security?
How have you obtained data from published sources for use on a project?
