Data management

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 organisation?

Answer 2

• Shared hard drives.
• Backup servers.
• Online storage systems such as Onedrive
• Software such as Microsoft Teams
• Project extranet (projectwise, Asite etc)

Question 3

What is a project extranet system?

Answer 3

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

Advantages

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

Disadvantages

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

Question 4

What are the benefits of cloud-based storage systems?

Answer 4

• 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 files and folders

Question 5

What sources of pricing data are available?

Answer 5

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

Question 6

What are pricing books?

Answer 6

• Assists with estimating and 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 and small.

Question 7

What is the BCIS?

Answer 7

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

Question 8

What is the Data Protection Act 2018?

Answer 8

• The Data Protection Act 2018 controls how your personal information is used by organisations, businesses, or the government.
• The Data Protection Act 2018 is the UK’s implementation of the General Data Protection Regulation (GDPR)

Question 9

What is GDPR?

Answer 9

GDPR is a regulation in EU law on data protection and privacy in the European Union and the European Economic Area. It also addresses the transfer of personal data outside the EU and EEA areas.

Question 10

Who are the key persons outlined within GDPR?

Answer 10

• Data Controller - person that decides how and why to collect and use the data. The controller must make sure that the processing of that data complies with data protection law.
• Data Processor - a separate person who processes data on behalf of the controller and in accordance with their instructions.
• Data Subject - individual whom personal data is about
• Data Protection Officer - is a guarantor of compliance with the data protection regulations, without replacing the functions carried out by the supervisory authorities.

Question 11

What are the 7 key principles of GDPR?

Answer 11

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

Question 12

What are the 8 individual rights under GDPR?

Answer 12

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

Question 13

Who enforces GDPR?

Answer 13

The Information Commissioner’s Office

Question 14

What is the Freedom of Information Act 2000?

Answer 14

• The Freedom of Information Act 2000 provides public access to information held by public authorities
• It does this in two 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 15

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

Answer 15

• 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 16

What measures could be taken to protect commercially sensitive information?

Answer 16

• Have a non-disclosure agreement in place
• Physical separation of staff
• Security of stored documentation, including locked filing cabinets and password protected servers
• Send information by secure post (signing by the recipient)

Question 17

Are there any ways that we can protect data when we are transferring it on a client’s behalf?

Answer 17

• Encryption
• Recorded special delivery
• Mark it as confidential
• Secure networks (HTTPS)
• Password locking

Question 18

What is an information barrier?

Answer 18

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