Data Management Level 1

Question 1

How long do you need to keep data for?

Answer 1

• 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

Question 2

What type of data systems are used in your organisations?

Answer 2

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

Question 3

What is a project extranet systems?

Answer 3

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

Question 4

What are the advantages of project extranet systems?

Answer 4

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

Question 5

What are the disadvantages of project extranet systems?

Answer 5

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

Question 6

What are the benefits of cloud-based storage systems?

Answer 6

• 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

Question 7

What sources of pricing data are available?

Answer 7

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

Question 8

What are pricing books?

Answer 8

• 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

Question 9

What is the BCIS?

Answer 9

• 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

Question 10

What is the Data Protection Act 2018?

Answer 10

• 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)

Question 11

What is GDPR?

Answer 11

• 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

Question 12

Who are the key persons outlined within GDPR?

Answer 12

• Data controller
• Data Processor
• Data Subject
• Data Protection Officer

Question 13

Under GDPR, what is the data controller?

Answer 13

• 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

Question 14

Under GDPR, what is the data processor?

Answer 14

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

Question 15

Under GDPR, what is the data subject?

Answer 15

• individual whom personal data is about

Question 16

Under GDPR, what is the data protection officer?

Answer 16

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

Question 17

What are the 7 principles of GDPR?

Answer 17

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

Question 18

What are the 8 individual rights under GDPR?

Answer 18

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

Question 19

Who enforces GDPR?

Answer 19

The Information Commissioners Office

Question 20

What is the Freedom of Information Act 2000?

Answer 20

• 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

Question 21

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

Answer 21

• 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?

Question 22

What measures could be taken to protect commercially sensitive information?

Answer 22

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

Question 23

What is an information barrier?

Answer 23

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