Data Management L2 Flashcards

1
Q

What is your understanding of the term Confidentiality?

A

Where information is provided but is subject to confidence and not shared without permission.

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2
Q

What is your understanding of the term Meta Data and why is this
important?

A
  • Meta Data is information about a specific piece of data.
  • For example when sharing a cost planning document, the Meta Data associated with this could consist
    of information about the author, the file size, the date the document was created and keywords to
    describe the document.
  • We must ensure that this Meta Data is afforded the same level of care as all other confidential data.
  • In a scenario where we are sharing a document or removing confidential components of a document
    we should ensure that any confidential meta data is not shared inadvertently.
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3
Q

What is your understanding of Intellectual Property and Copyright?

A
  • This is the right to control the use and ownership of original works.
  • Work generally created by an employee usually belongs to their employer unless copyrights are put in
    place.
  • It is common within construction for a client to be granted license for use and reproduction of
    copyright material which should be clearly defined.
  • This could be the right to use a particular design by a subcontracting specialist who retains control of
    the original copyright.
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4
Q

What is the Freedom of Information Act 2005?

A

This is the primary piece of UK legislation that controls the access to official information.
* The act permits the public right of access to information held by public authorities.
* Information must also be published through the public authorities publication scheme.
* The act covers all information held and not just information since the act came into effect.

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5
Q

What are the benefits of cloud-based storage systems?

A
  • Information is backed up securely on encrypted servers.
  • Accessibility can be managed via online settings.
  • Cloud systems are often cheaper than the costs of physically storing and managing files.
  • It is convenient to send and share files online instead of mailing physical copies.
  • Cloud systems are environmentally friendly.
  • Multiple users can access the same documents.
  • Documents and folder systems can be synchronized.
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6
Q

What is the meaning of a non-disclosure agreement?

A
  • Non-disclosure agreements are used to protect against the disclosure or sharing of any confidential
    data.
  • Prior to the confidential data being share with a recipient, clients will typically request that the recipient
    signs up to an NDA.
  • They are often used when confidential, sensitive, innovative or intellectual property information is
    being shared to prevent this information being used by competitors.
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7
Q

If two separate departments within your firm were working for two
rival companies how would you ensure client sensitive data was
managed?

A
  • I would make the client aware of the risks involved and check their understanding of the conflict of
    interest.
  • I would ensure a letter of instruction to continue was obtained from the client.
  • Exclusivity of staff would be arranged.
  • The use of non-disclosure agreements would be considered.
  • Separate working locations from each of the teams would need to be put in place.
  • Secure document and data storage would be arranged to be used exclusively for the separate teams
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8
Q

What is the Data Protection Act 2018?

A
  • The act replaces previous 1998 legislation and manages how personal data is processed by organisations
    and the government.
  • It is the UK legislation for the implementation of the EU General Data Protection Regulations
    (GDPR).
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9
Q

What are the key Principles of the Data Protection Act 2018?

A
  • The act ensures that data is:-
    o Used fairly, lawfully and transparently.
    o Used in a way that is adequate, relevant and limited to only the purpose it is intended.
    o Is retained for no longer than is necessary.
    o Processed securely including the protection against unlawful use, loss or destruction.
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10
Q

What are a person’s rights under the Data Protection Act?

A
  • People have the right to:-
    o To be informed about how their data is being used.
    o The right to access their data.
    o The right to have incorrect information updated.
    o To have their data erased.
    o To stop or restrict the processing of their data.
    o The right of portability.
    o To object to the use of their data.
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11
Q

Who are the key persons outlined within GDPR?

A
  • Controller
    o The controller is the natural person or legal entity that determines the purposes and means of
    the processing of personal data for example when processing an employee’s personal data, the
    employer is considered to be the controller.
  • Processor
    o A natural person or legal entity that processes personal data on behalf of the controller for
    example a call centre acting on behalf of its client is considered to be a processor.
  • Data Protection Officer (DPO)
    o The Data Protection Officer is a leadership role required by EU GDPR. This role exists within
    companies that process the personal data of EU citizens. A DPO is responsible for overseeing
    the data protection approach, strategy, and its implementation.
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12
Q

What are the 8 individual rights under GDPR?

A

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.
* Diversity, Inclusion & Team Working.

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13
Q

What different sources of information do you use in your day-to-day
surveying?

A
  • RICS Guidance Notes.
  • Contract Documentation.
  • Previous Tenders.
  • Cost Plans.
  • Valuation data.
  • Industry Journals.
  • Specialist sub-contractor information
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14
Q

How do you manage these sources of information to ensure
compliance with the legislation?

A
  • If signed up to an NDA with a client I ensure complete confidentiality and am not able to talk about
    these projects with colleagues who are not party to the project.
  • I use lockable and secure document storage for hard copy documents. The electronic information is
    kept securely on encrypted servers.
  • I am always sure to lock my computer when away from my desk and comply with my firms IT security
    policies for example attendance at Cyber security courses and regularly updating my passwords.
  • If I am sharing or processing information not available in the public domain from a previous project I
    always obtain the clients written permission to do so.
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15
Q

How do companies ensure compliance with the Data Protection
legislation generally?

A
  • They should only retain data they need to perform their day-to-day operations.
  • If they are retaining someone’s data they should ensure the person is kept informed and advised on
    why they have it.
  • They should hold the data securely.
  • They should also keep the information up to date and delete information they no longer need
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16
Q

Can you tell me three principles of GDPR?

A

General Data Protection Regulation (2016)
1. Lawfulness, fairness, transparency
2. Purpose limitation
3. Data minimisation
4. Accuracy
5. Storage limitation
6. Integrity and confidentiality
7. Accountability

17
Q

Can you tell me three principles of the Data Protection Act?

A

Data Protection Act (2018)
1. Fairness
2. Lawfulness
3. Transparency

18
Q

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

A
  • Ensure access to data is only granted to people who require it
  • I ensure that all files and folders are labelled correctly
  • Data is only stored for as long as necessary – either for the length of time needed for a project or to comply with statutory regulations e.g money laundering
  • Secure confidential and sensitive information with password encryption
  • Only share data using secure systems
19
Q

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

A
  • Ensure access to data is only granted to people who require it
  • Secure confidential and sensitive information with password encryption
  • Only share data using secure systems
  • Separate out data in a logical and secure fashion
20
Q

Can copyright be transferred?

A

A copyright owner can sell or transfer their rights to someone else. This is known as a copyright assignment.

21
Q

Give me an example of a property information tool.

A
  • Land Registry – used to access a title register which includes:
    o Title number
    o Ownership
    o How much the property was last sold for
    o Whether the property has a mortgage
    o Details of ‘restrictive covenants’ - promises to not do certain things with the land, like not building on a particular area
    o Details of any ‘easements’ - the rights of one piece of land over another, like a right of way
22
Q

What are the limitations of primary/secondary data sources?

A

Primary Data – data/information gathered first hand for your specific purpose
Secondary Data – data published by a differet researcher or firm

23
Q

How do you validate information?

A
  • Source – is the source credible and reliable
  • Time – how recent is the information gathered is it as up to date as possible
  • Relevance – is the information gather directly related to your need or purpose
  • Sense check – try to verify the information by cross referencing
24
Q

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

A

Title refers to the ownership of a property
Deeds is the legal document that transfers title from one person to another

25
Q

How do you source title information?

A

Land Registry – used to access a title register

26
Q

What are the differences between manual and electronic records?

A

A manual record is where records are maintained by hand, without using a computer system.
An electronic record is where records are maintained on automated storage systems rather than physical files

27
Q

What is an index map?

A

The index map contains information on all land and property that’s registered or being registered with HM Land Registry. Use it to find the title number of a property that does not appear in a search of the register.

28
Q

What does encryption mean?

A

Encryption the process of converting information or data into a code, especially to prevent unauthorized access

29
Q

What is a firewall?

A

Firewall is software that blocks unexpected connections coming into or out of a network

30
Q

How can you protect electronic data from viruses?

A
  • Firewall and anti-virus software
  • Provide password protection
  • Back up your data
  • Educate your users on the dangers of viruses
31
Q

Which records are manually kept in your office and why?

A

Signed contracts – signed in wet ink, original copies may be required for proof of signature

32
Q

Are electronic signatures accepted by the Land Registry?

A

From July 2020 – the Land Registry will accept witnessed electronic signatures with immediate effect

33
Q

What type of documents can electronic signatures be used for?

A

o Offer letters.
o Sales contracts.
o Permission slips.
o Rental/lease agreements.
o Liability waivers.
o Financial documents.

34
Q

What is data redundancy?

A

Data redundancy occurs when the same piece of data exists in multiple places

35
Q
A