Data management

Question 1

What are the regulations around the use of data? (Data Protection Act, GDPR)

Answer 1

• The Data Protection Act 2018
• Freedom of Information Act 2000.
• It covers the collection, storage and processing of data and the rights for individuals to obtain copies of data about themselves.

Question 2

Are you required to keep certain documents for any length of time?

Answer 2

• 6 year if the contract is written under hand
• 12 years for contract signed by deed

• RICS recommends 15 years as this is max a claim against professional negligence can be made

Question 3

How do you ensure data is kept secure in your workplace?

Answer 3

I would make sure to follow my company’s data protection policy. This includes:

• Locking my computer when away
• Paper free desk and using my locker for confidential information
• Use shredder for documents
• Ensure to categorize my soft copy documents with the correct coding - eg. public, private and restricted.

Question 4

What are the key differences you refer to between GDPR and the DPA?

Answer 4

DPA - Data Protection Act GDPR -General Data Protection Regulation

• DPA is an act and GDPR is regulation (Regulations are supplementary to act)
• The DPA is wider in scope than the GDPR,
• The Data Protection Act 2018 is the UK’s implementation of the General Data Protection Regulation (GDPR).

Question 5

What is GDPR?

Answer 5

• The General Data Protection Regulation is a regulation in EU law on data protection and privacy for all individuals within the European Union and European Economic Area; Came into force on 25th May 2018
• The Data Protection Act 2018 is the UK’s implementation of the General Data Protection Regulation (GDPR)

Question 6

What are GDPR principles?

Answer 6

Everyone responsible for using personal data has to follow strict rules called ‘data protection principles’. They must make sure the information is:

• used fairly, lawfully and transparently
• used for specified, explicit purposes
• used in a way that is adequate, relevant and limited to only what is necessary
• accurate and, where necessary, kept up to date
• kept for no longer than is necessary
• handled in a way that ensures appropriate security, including protection against unlawful or unauthorised processing, access, loss, destruction or damage

Question 7

How would you treat confidential data?

Answer 7

I would make sure to follow my company’s data protection policy. This includes:

• Locking my computer when away
• Paper free desk and using my locker for confidential information
• Use shredder for documents
• Ensure to categorize my soft copy documents with the correct coding - eg. public, private and restricted.

Question 8

What is the Data Protection Act?

Answer 8

• It gives individuals the right to know what information is held about them and provides a framework to ensure that it’s handled properly.
• The Data Protection Act 2018 controls how your personal information is used by organisations, businesses or the government.

Question 9

How do you determine if a document is public, private or restricted?

Answer 9

There is a matrix based on the reputation impact, financial impact and legal impact.

Question 10

How is the GDPR relevant in your day to day work?

Answer 10

• I manage high amounts of sensitive data and this needs to be done in line with the data protection act and GDPR.

Question 11

How is the GDPR relevant to the construction industry?

Answer 11

Companies should employ a data protection officer, make sure they comply with all the data protection policy and be clear and transparent when talking about data.

Question 12

What is the freedom of information act 2000?

Answer 12

The Freedom of Information Act 2000 (FOIA) is a UK Act of Parliament that creates a public ‘right of access’ to information held by public authorities. There are two ways in which this is provided:

Public authorities are obliged to publish certain relevant information.
Members of the public are entitled to request information from public authorities.

Question 13

Is the data protection act superseded?

Answer 13

Is the data protection act superseded?

Question 14

What are the 7 principles of GDPR?

Answer 14

Lawfulness, fairness and transparency
Purpose limitation
Data minimisation
Accuracy
Storage limitation
Integrity and confidentiality (security)
Accountability

Question 15

What types of data is considered under GDPR?

Answer 15

Any personal data including:
Name

Religion
Sexual orientation
Trade union membership
Physical or mental health
Genetic data

Question 16

What must you do if you accidentally breach GDPR and send information to the wrong person?

Answer 16

• Report to the ICO (UK regulator) within 72 hours
• Report it internally
• Let the individual data subjects aware

Question 17

What ISO stands for?

Answer 17

International Organization for Standardization

Question 18

What is a quality management system?

Answer 18

quality management system is a clearly defined set of business processes. Together with the relevant documentation, it defines your commitment to creating products/service and services in accordance with pre-defined standards.

Question 19

How Mace deals with GDPR?

Answer 19

At Mace we are committed to protecting and respecting your privacy. The Mace Privacy policy sets out the basis on which any Personal Data we collect throughout our relationship with you, will be processed by us. This includes:

• What information do we collect from you?
• Why do we collect this information?

Question 20

What type of data system do you use?

Answer 20

• shared hard drives,
• online system such as SharePoint,
• online softwere Aconex, Conject,
• Microsoft Teams
• BIM model

Question 21

What are pricing books?

Answer 21

Books which include pricing information about particular element of the construction building.

• BCIS Price Books - The BCIS Pricing books cover all the major areas of the construction process, from dilapidations and maintenance work, through small works and extensions to alterations and refurbishment, all the way up to new builds both large and small.
• SPON’s Architects and Builder’s Price Book- This suite of price books contains rates and prices for general building work plus civil engineering and highways, mechanical and engineering works and external works and landscaping. The benefits of the Spon’s price book is that you use its tender indexing to factor the rates and prices dependent on the location of the works whilst also making consideration for other market conditions such as inflation.
• Laxton’s Building Price Book - The builder’s price book has been in use for over 150 years and is now pushing nearly two hundred editions. Whereas Spon’s aligns to the RICS New Rules of Measurement (NRM), Laxton’s produces a version for NRM2 and its predecessor SMM7. Also available in a book or CD format, it is generally used for works in value from £25k to in excess of £5m.

Question 22

What are different sources of price information available for construction professionals?

Answer 22

• BCIS - The Building Cost Information Service
• BMI - Building Maintenance Price Book
• Pricing books
• Elemental analysis
• In house data basis
• libraries

Question 23

What are the benefits of cloud based storage systems?

Answer 23

• easy access anywhere in the world
• secure/password protected
• Lowe set up cost
• teams can work in real time

Question 24

Are there any ways to protect data when transferring on behalf of the client?

Answer 24

• Encryption
• recorded special delivery
• mark it as confidential
• secure networks
• password locking.

Question 25

**What is BCIS?**

Answer 25

Building Cost Information Service With the Building Cost Information Service (BCIS), we make that information easily accessible through our online applications, data licensing and publications. We also provide consultancy and research support to clients from both the public and private sector

Question 26

**What is Building Maintenance Index (BMI)?**

Answer 26

Benchmarking data converting maintenance and operation costs such as cleaning, energy consumption and administrative costs

Question 27

**What is BIM?**

Answer 27

Building Information Modelling is the process of designing a building collaboratively using one coherent system of computer models rather than separate sets of drawings.

Question 28

What are BIM levels?

Answer 28

_Level 0_ * No collaboration * 2D CAD _Level 1_ * No collaboration. * 3D CAD for concept work and 2D for statutory approvals. * Information sharing system e.g. 4Projects used, usually managed by the contractor. * Standard of most projects. _Level 2_ * Collaborative working. * All parties used 3D CAD models. * Design information is shared through a common file format, which enables any organisation to be able to combine that data with their own in order to make a federated BIM model, and to carry out interrogative checks on it. _Level 3 (Open BIM)_ * Full collaboration. * All parties contribute to a single, shared project model which is held in a centralized repository. * All parties can access and modify that same model, and the benefit is that it removes the final layer of risk for conflicting information. _4D – use of data to analyse programme_ _5D – Integration of cost information_ _6D – Use of information for facilities management_

Question 29

**What are the benefits of a project platform such as 4Projects or Acconex/Project Vault?**

Answer 29

* Direct 24 hour access to information. * Aids faster document approvals. * Supports the Green Agenda. * Provides audit trail. * Less chance of losing information.

Question 30

What is BEP?

Answer 30

BIM Execution Plan * A pre-contract BEP is prepared by prospective suppliers, setting out their proposed approach, capability, capacity and competence to meet the Employer's Information Requirements (EIR). * Once the contract has been awarded, the successful supplier then submits a further BIM Execution Plan confirming the supply chain's capabilities and providing a Master Information Delivery Plan (MIDP). The MIDP is the primary plan setting out when project information is to be prepared, by whom, using what protocols and procedures, it is based on a series of individual Task Information Delivery Plans setting out responsibility for specific information tasks.

Question 31

What is Mace Data Protection Policy?

Answer 31

This policy sets out the basis on which any personal data Mace collect will be processed, managed and storaged.

Question 32

**Where is data from Mace feedback forms used?**

Answer 32

* cost plans for future project * market analysis * functional analysis and benchmarking of a project