Data Management Flashcards
What is the Freedom of Information Act 2005?
Controls the access to official information
The act permits the public the right to access to information held by public authorities
The act permits the public the right to access information held by public authorities and covers all information held, not just from when the act came into effect.
What does the Freedom of Information Act require public authorities to do?
Information must be published through the public authorities publication scheme
This ensures transparency and accountability of public authorities.
What is Meta Data?
Information held about a specific piece of data
Examples include information about the author, the date, and the file size.
What should be done with confidential Meta Data before sharing documents?
Meta data should be removed
This is to protect sensitive information when documents are shared.
What are the benefits of cloud-based storage systems?
- Information backed up securely on encrypted servers
- Accessibility managed via online settings
- Cheaper than physical storage
- Convenient for sharing files
- Environmentally friendly
- Multiple users can access documents
- Documents and folder systems can be synchronized
What is the Data Protection Act 2018?
Replaces previous 1998 legislation and manages how personal data is processed. It is the UK legislation for the implementation of GDPR
It is the UK legislation for the implementation of GDPR.
What are the key principles of the Data Protection Act 2018?
- Used fairly, lawfully, and transparently
- Adequate, relevant, and limited to the intended purpose
- Retained no longer than necessary
- Processed securely against unlawful use, loss, or destruction
What rights do individuals have under the Data Protection Act 2018?
- Be informed about data usage
- Access their data
- Have incorrect information updated
- Have their data erased
- Stop or restrict data processing
Who are the key persons outlined within GDPR?
- Controller
- Processor
- Data Protection Officer
What are the 8 individual rights under GDPR?
- The right to be informed
- The right of access
- The right of rectification
- The right to erasure
- The right to restrict processing
- The right to data portability
- The right to object
- Rights of automated decision making and profiling
What are common sources of information used in a day-to-day job?
- RICS Guidance notes
- Contract documentation
- TechForge
- Valuation data
- Industry journals
- Mapstack
How should hard copy documents be stored for compliance?
Stored in lockable and secure document storage
This ensures physical security of sensitive information.
How is electronic information managed for compliance?
Held securely on encrypted servers
This protects against unauthorized access and data breaches.
What practices ensure compliance with data protection legislation?
- Retain only necessary data
- Keep individuals informed about their data
- Hold data securely
- Keep data up to date and delete when no longer needed
True or False: The Data Protection Act 2018 allows unlimited retention of personal data.
False
Personal data must be retained no longer than necessary.
