Data Management (L1) Flashcards
How long do you need to keep data for?
6 years if the contract is signed underhand (simple contract)
12 years if the contract is signed as a deed
RICS recommends up to 15 years, being the limitation period for most claims
I refer to LOR’s minimum standard which require 20 years for most data and 40 years for certain key data (payroll etc)
What type of data systems are used in your organisation?
Shared hard drives
Software such as Microsoft Teams
Cloud systems such as ASite
What is a project extranet system?
A computer network that allows external parties to view project files on a secure platform. These systems are secure and improve communication, however are expensive and require maintenance.
What are the benefits of cloud-based storage systems?
They provide easy access anywhere in the world
They are secure, being password protected
Relatively low set up costs
Access control and restrictions are available
What sources of pricing data are available?
Building Cost Information Service (BCIS)
Pricing books such as Spon’s
Benchmarking
In-house records and databases
What are pricing books?
They assist with estimating and valuing variations by providing key costing info, covering all the major areas of the construction process.
What is BCIS?
The Building Cost Information Service is part of the RICS, and provides cost and price data for the UK construction industry. The data helps produce specific estimates for option appraisals, providing early cost advise and planning costs and benchmarks.
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?
General Data Protection Regulation is a regulation in EU law on data protection and privacy in the European Union and the European Economic Area. It also addresses the transfer of personal data outside the EU and EEA areas.
What is the purpose of GDPR?
GDPR was designed to harmonise data privacy laws across all member countries of the EU, as well as providing greater protection and rights to individuals.
GDPR was also created to alter how businesses and other organisations can handle the information of those that interact with them. There’s the potential for large fines and reputational damage for those found in breach of the rules.
Who are the key persons outlined within GDPR?
Data Controller - Decides how and why to collect data
Data Processor - Person who processes the data
Data Subject - Individual whom the data is about
Data Protection Officer - Guarantor of compliance
What constitutes personal data?
Any information related to a natural person or ‘Data Subject’, that can be used to identify the person directly or indirectly (name, photo, bank details, medical info)
What is the difference between a data processor and data controller?
A controller is the entity that determines the purposes, conditions and the means of processing of personal data, while the processor is an entity which processes personal data on behalf of the controller.
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
