Data Management L1

Question 1

Can you tell me three principles of UK GDPR and the Data Protection Act 2018?

Answer 1

Lawfulness
Fairness
Transparency

Question 2

How do you comply with UK GDPR and the Data Protection Act 2018 in your role?

Answer 2

• Used fairly, lawfully, and transparently: Individuals must understand how their data is used.
• Used for specified, explicit purposes: Data collection should be limited to specific, clearly defined purposes.
• Used in a way that is adequate, relevant and limited to only what is necessary: Data collection should be proportionate to the intended purpose.
• Accurate and, where necessary, kept up to date: Reasonable steps must be taken to ensure data accuracy.
• Kept for no longer than is necessary: Data retention periods should be defined and adhered to.
• Handled in a way that ensures appropriate security, including protection against unlawful or unauthorised processing, access, loss, destruction or damage

Question 3

Give me an example of how you process and handle confidential information.

Answer 3

Company accounts for covenant checks.
Hold them securely and password protect the data.
Share them with the landlord and landlord only.
Once this has been done I delete them locally from our database.
Don’t hold hard copies.
Ask the client to do the same.

Question 4

Give me an example of how you ensure that data is kept securely.

Answer 4

Electronically, password, protected, within limited access folders on the companies secure sever.

Question 5

What do the Privacy and Electronic Communications Regulations 2003 apply to?

Answer 5

Companies communicating and dealing with the general public:

marketing calls, emails, texts and faxes;
cookies (and similar technologies);
keeping communications services secure; and
customer privacy as regards traffic and location data, itemised billing, line identification, and directory listings.

Question 6

What is copyright?

Answer 6

A copyright is a type of intellectual property that gives the creator of an original work, or another right holder, the exclusive and legally secured right to copy, distribute, adapt, display, and perform a creative work, usually for a limited time

Question 7

What is Intellectual Property?

Answer 7

Intellectual property is a category of property that includes intangible creations of the human intellect. There are many types of intellectual property, and some countries recognize more than others. The best-known types are patents, copyrights, trademarks, and trade secrets.

Question 8

Can it be transferred?

Answer 8

Yes

Question 9

What is the Freedom of Information Act 2000?

Answer 9

The FOIA allows people to request access to information held by public bodies where it is in the interests of the general public.

Question 10

Can you tell me about the retention of files and the Limitation Act 1980?

Answer 10

Defines the period of time after a contractual breach that the other party can claim damages for negligence. 6 years. It is therefore necessary to retain files relating to your work for that duration in case of a claim.

Question 11

Give me an example of a property information tool.

Answer 11

Nimbus - i use it frequently, they collate large amounts of open source and chargeable data to provide in depth analytics on property and land.

Question 12

Tell me about how you extract data from a source regularly used in your role.

Answer 12

Nimbus for comparable data on residential properties for residual appraisals.

Question 13

What are the limitations of primary/secondary data sources?

Answer 13

Primary - very time consuming and can be painstaking to build a wide data set to rely on.
Secondary - accuracy is the biggest concern when dealing with aggregated data.

Question 14

How do you validate information?

Answer 14

Original source (land registry, GOV.co.uk)
Or sources that import direct.
Speak with agents to verify the data for comparables.

Question 15

What is the difference between a deed and a registered title?

Answer 15

Deed is the document transferring ownership.
Registered title is the official record confirming ownership.

Question 16

How do you source title information?

Answer 16

Land registry.

Question 17

What are the differences between manual and electronic records?

Answer 17

Hard vs Soft copies.

Question 18

What is an index map

Answer 18

An index map is a finding aid for a set of maps covering regions of interest along with a name or number of the relevant map sheet

Question 19

What does encryption mean?

Answer 19

Data that is secured by way of an encryption key, essentially a code that needs to be completed before the data contained can be legible.

Question 20

What is a firewall?

Answer 20

In computing, a firewall is a network security system that monitors and controls incoming and outgoing network traffic based on predetermined security rules.

Question 21

How can you protect electronic data from viruses?

Answer 21

Use antivirus software.

Question 22

What does block chain mean?

Answer 22

A blockchain is a decentralized, distributed and public digital ledger that is used to record transactions across many computers so that the record cannot be altered retroactively without the alteration of all subsequent blocks and the consensus of the network.

Question 23

Which records are manually kept in your office and why?

Answer 23

As few as possible. Try to limit it to only large document that originate in hard copy, for all else our department prefers to hold thing electronically.

Question 24

Explain the growing use of AVMs in the industry.

Answer 24

Increasingly attractive as the use of big data and AI merge to provide complex calculations of property values combined with other index data.

Popular because they are very powerful and good for providing a good guide to price on fairly standard properties but not good for more specialist property.

Question 25

What AVMs are you aware of?

Answer 25

Zoopla would be the most famous for residential.

Question 26

What is ISO 9001?

Answer 26

A quality control standard, that considers the standardization of business processes.

Question 27

What are the requirements of ISO 9001?

Answer 27

Consideration at every level of the business to producing quality control processes.

Question 28

What does ISO 27001 relate to?

Answer 28

ISO/IEC 27001 is the international standard for information security. It sets out the specification for an effective ISMS (information security management system).

Question 29

Why is quality management important?

Answer 29

Strong brands perform well in business, strong brands rely on consistency and strong standards and processes ensure businesses perform more consistency.

Question 30

What is an Electronic Document Management System (EDMS)?

Answer 30

A document management system is usually a computerized system used to store, share, track and manage files or documents. Some systems include history tracking where a log of the various versions created and modified by different users is recorded.

Question 31

What do you understand by the Civil Evidence Act 1995?

Answer 31

Standardises the way evidence is presented in civil court proceedings.

Question 32

Are electronic signatures accepted by the Land Registry?

Answer 32

Yes but not always available.

Question 33

What is data redundancy?

Answer 33

the process of keeping data in two or more sources for back up in the event of disaster.

Question 34

What is VLOOKUP used for?

Answer 34

Use within a database for searching for data within a spreadsheet based on a given variable.

Question 35

What is a pivot table?

Answer 35

Using database data to easily and flexibly analyselarge amounts of data into smaller more meaningful tables.