DATA MANAGEMENT - Level 1

Question 1

1. What data management software have you used, or are aware of?

Answer 1

• Plexus
• DocHosting
• Asite
• Servers
• MS Teams
• Sharepoint / dropbox

Question 2

Where do you define a data management protocol?

Answer 2

Project Execution Plan

Part of Part is ISO 9001 acccrediation

Question 3

Can you briefly explain to me how your organisations IMS system works and what role you play in ensuring that it is an effective method of data management and security.

Answer 3

• Part of it use of Plexus management software all documents are stores
• Only accessible by CSLLP staff – password protected
• Ensure all information including documents emails are stores in the correct project file
• Use correct latest approved templates

Question 4

Can you explain to me how your companies IMS system contributes to quality assurance.

Answer 4

P olicy
P roceedures
A udits
Continuous Improvement 
Efficency

PPACE

Question 5

What are ISO standards?

Answer 5

Accrediation for Organisations the likes of quality and safety

Question 6

How does your company comply with ISO 9001?

Answer 6

• Used of IMS system
• All documents in one place – helps with auditing
• Peer Review process

Question 7

What legislation applies to data management?

Answer 7

• UK General Data Protections Regulations

* Data Protection Act 2018

Question 8

What are the 7 principles of GDPR?

Answer 8

• Accuracy
• Lawfulness
• Purpose limitations
• Data limitations
• Storage limitations
• Integrity and confidentiality
• Accountability

Question 9

What would you do if you lost a USB containing client information?

Answer 9

• I wouldn’t accept a USB with client information
• Legally need to inform client
• Inform PI
• Inform line manager discuss how escalate and put measures in place to protect

Question 10

11. Can you summarise your understanding of the GDPR Regulations and what obligations this puts on you in your day to day role as a Surveyor?

Answer 10

• Principles – ensuring any personal data is stored , protected, only used for intended purpose and time, not sharing
• Example not giving out clients contact details without permission

Question 11

12. Can you explain 3 data protection principals of GDPR and give examples of how they apply to your role?

Answer 11

• Confidentiality – emails addresses
• Only keep records for required timescales (contractual timeframes)
• Only use details for entended timescales – EOD inspections address
Client should notify residents has been passed onto third parties / seek permission
* Only seeking the minimum amount of information needed to complete task

Question 12

13. You mention that you undertook an e-learning module on complying with the GDPR regulations when you joined calfordseaden, can you give me a couple of examples of what you learnt by undertaking this training module.

Answer 12

•	Latest Regulation
•	7 Key principles
•	Data controller – main person
•	Data processor 
Breach by organisations - Very high fines

Question 13

14. Are you aware of BCIS? Can you tell me your understanding of what BCIS is and does? Can you give me a couple of examples of different indices that it publishes? What else does it publish?

Answer 13

• Tender Price Index
• Build Price Index
• Cost data and rates – to assist with producing cost estimates/ plans or for benchmarking
• Types of scheme / location etc
• Rates
• Life Cycle Costing Tool
• Re-build costing tool