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RICS APC > Data Management Level 1 > Flashcards

Data Management Level 1 Flashcards

1
Q

How long do you need to keep data for?

A
  • 6 years if the contract is signed & underhand
  • 12 years if the contract is signed as a deed
  • RICS recommends up to 15 years, this is the limitation period for most legal claims
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2
Q

What type of data systems are used in your organisations?

A
  • Shared hard drives
  • Backup servers
  • Online storage systems such as Dropbox
  • Software such as Microsoft Teams
  • Project Extranent
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3
Q

What is a project extranet systems?

A

A computer network that allows external parties to view project files on a secure platform

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4
Q

What are the advantages of project extranet systems?

A
  • Improves communication
  • 24 hour access
  • Efficient
  • Secure (access & permission settings can be applied)
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5
Q

What are the disadvantages of project extranet systems?

A
  • Can be expensive
  • Requires maintenance
  • May require user training to operate
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6
Q

What are the benefits of cloud-based storage systems?

A
  • Easy access anywhere in the world
  • Secure / password protected
  • Low set up cost
  • Teams can work in ‘real time’
  • Access control / restrictions available for confidential for files & folders
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7
Q

What sources of pricing data are available?

A
  • BCIS
  • Pricing books such as Spon’s
  • Benchmarking
  • In house records & databases
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8
Q

What are pricing books?

A
  • Assists with estimating & valuing variations etc
  • Pricing books cover all the major areas of the construction process, from dilapidations and low maintenance work all the way up to new builds, both large & small
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9
Q

What is the BCIS?

A
  • Building Cost Information Service
  • Provides cost & price data for the UK construction industry
  • the data will help to produce specific estimates for option appraisals, provide early cost advice & plan costs & benchmarks
  • Part of the RICS
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10
Q

What is the Data Protection Act 2018?

A
  • It controls how your personal information is used by organisations, businesses or the government
  • It’s the UK’s implementation of the General Data Protection Regulation (GDPR)
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11
Q

What is GDPR?

A
  • GDPR is a regulation in UK law on data protection & privacy in the UK and the UK economic area
  • It also addresses the transfer or personal data outside of the UK
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12
Q

Who are the key persons outlined within GDPR?

A
  • Data controller
  • Data Processor
  • Data Subject
  • Data Protection Officer
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13
Q

Under GDPR, what is the data controller?

A
  • the person that decides how & why to collect & use the data.
  • the controller must make sure that the processing of that data compiles with data protection law
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14
Q

Under GDPR, what is the data processor?

A
  • a separate person who processes data on behalf of the controller & in accordance with their instructions
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15
Q

Under GDPR, what is the data subject?

A
  • individual whom personal data is about
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16
Q

Under GDPR, what is the data protection officer?

A
  • a guarantor of compliance with the data protection regulations, without replacing the functions carried out by the supervisory authorities
17
Q

What are the 7 principles of GDPR?

A
  1. Lawfulness, fairness & transparency
  2. Purpose limitation
  3. Data minimisation
  4. Accuracy
  5. Storage limitation
  6. Integrity & confidentiality (security)
  7. Accountability
18
Q

What are the 8 individual rights under GDPR?

A
  1. To be informed
  2. To access
  3. To rectification
  4. To erasure
  5. To restrict processing
  6. To data portability
  7. To object
  8. To automated decision making & profiling
19
Q

Who enforces GDPR?

A

The Information Commissioners Office

20
Q

What is the Freedom of Information Act 2000?

A
  • The Freedom of Information Act 2000 provides public access to information held by public authorities
  • It does this in 2 ways: public authorities are obliged to publish certain information about their activities; and members of the public are entitled to request information from public authorities
21
Q

If you intend to destroy a document, what things would you consider beforehand?

A
  • is the document an original contract / legal document
  • could the document be required for litigation or other proceedings?
  • does the document relate to a live project?
  • is a back-up copy available?
22
Q

What measures could be taken to protect commercially sensitive information?

A
  • Have a non-disclosure agreement in place
  • Recorded special delivery
  • Mark it as confidential
  • Using secure networks & software
23
Q

What is an information barrier?

A
  • A physical and / or electronic separation of individuals within the same firm
  • The aim is to protect confidential information

RICS APC (34 decks)

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