Level 1 Data Management Flashcards
What is data?
Collection of information and the basic input to any decision making process
Data Management Process
Collating, Storing, Organising, accessing.
Primary Data:
Raw, unfiltered
Secondary Data:
Process, at this point becomes information and of use.
Purpose of data collection
- To obtain information
- Keep on record
- Make decisions about issues
- Pass information to others
Types of data
- Cost Data
- Market prices for material and labour
- Payment certificates
- Budgets & variation
- BOQ
- Tender documents
- Legislation and law
Collating
The collection of data through email and techniques such as questionaires, surveys and lit reviews.
Storing
Wether it be in physical or digital form
Organising
Managing these data collections with consistent filing
Access/retrieve
Having ease of accessing and control of access with restrictive settings
Maintaining
How long to keep it
How to secure data?
- Assign passwords to documents, folders and computers
- Auto locking computers
- Access restriction and restrict unauthroised access on common servers
- Automatic backup to ensure data is not lost
Internet securirty and anti virus
Sources of data
SPONS Pricing Books
BCIS Building Cost information services
Who publishes Spons?
AECOM
Who publishes BCIS?
RICS
What is an Electronic Database?
An online, searchable collection of resources. Typically refers to a computerised environment that enables the creation, organization and storage of documents.
What does your firm use?
Sharepoint - an online collaborative platform to store data, using a consistent filing system.
How long to keep data for?
- 6 years under hand
- 12 years under deed
- 15 year RICS recommends as limitation period for most claims
What is BIM?
The process of designing a building collaboratively using one coherent system of computer models rather than separate sets of drawings. BIM allows you to do the build twice, essentially eliminating the risks by creating this computerised model. It contains the design of the building, but also data of components, construction and maintenance.
Advantages of BIM
- Allows for better planning, design and changes
- Lifetime information for the end user
- Data can be searched and accessed
Disadvantages of BIM
- Initial cost for substantial investment in the software
- Training and staff will most likely need training and education depending on the complexity
- Online security is required which can pose a threat
- Possible system errors
Advantages of E-databases
- Time saved for sharing and sending files
- Accessibility can be managed with online settings
- Time saved for repetitve works
- Environmentally friendly
- High security can be implemented
- Effective document control
Examples of data
- Emails
- Spreadsheets
- Cost databases
- BoQ
- Contract documents
- Tender documents
- Legislation and law
Client Sensitive Data?
Confidential, sensitive. innovative or intellectual matters.
- Understand the risks and consequences
- Letter of instruction required to continue
- Exclusivity of staff if required
- Security protected document storage
- Mark hard copies as confidential
NDA?
Non - Disclosure agreement used with client sensitive data.
Prior to the data being shared, clients may request the recipient signs up to an NDA.
Protects against the disclosure or sharing of any confidential data.
If parties breach the agreement fines can be issued.
Data Protection Act?
Regulation in UK Law which addresses the transfer of personal data.
Controls how your personal information is used by organisations, business or the government.
The UK’S implementation of GDPR
7 Key principles of the Data Protection Act
- Lawfulness, fairness & transparency
- Purpose limitation
- Data minimisation
- Accuracy
- Storage Limitation
- Integrity & security
- Accountability
8 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
Who enforces GDPR/Data protection Act
The information Comissioner’s Office
Fines if the Data Protection Act is breached
4% on annual turnover or 20mil»_space;
Who is the data controller?
Natural person/organisation who decides how and why to collect the data. Must ensure the processing of data is compliant with law.
Who is the data processor?
Processes the data on behalf of the controller in accordance with their instructions.
Data subject
The individual who the data is about
What is the Freedom of Information Act?
Provides public access to information held by public authorities.
Must respond within 20 days
Does not include personal information
