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 15 years, this is because this is the maximum a claim against professional negligence can be made

Question 2

What type of data systems are used in your organistation?

Answer 2

1. Shared hard drives
2. Online systems such as drop box
3. MS Teams

Question 3

What are the benefits of a cloud based storage system?

Answer 3

1. Easy access
2. Secure / password protected
3. Low set up cost
4. Teams can work in “real time”

Question 4

What are the different sources of information available to construction professionals

Answer 4

• BCIS
• Pricing Books
• In house data base

Question 5

What is the BCIS

Answer 5

Building Cost Information Service - the leading provider of cost and price information to the construction industry and anyone else who needs comprehensive, accurate and independent data

Question 6

What is GDPR?

Answer 6

General Data Protection Regulation - designed to harmonize data privacy laws across Europe, to protect and empower all EU citizens data privacy and to reshape the way organisations across the region approach data privacy

Question 7

When was GDPR introduced?

Answer 7

May 2018

Question 8

How will GDPR affect surveying practices?

Answer 8

• Data you hold to service your clients, for example:
• Data in your valuation systems
• Data in your compliance systems, including accounts, bookkeeping, payroll, and HR data
• Any working papers that support your compliance work which contain personal data
• Any customer data you hold for marketing purposes
• Emails and correspondence, both internal and external, since many of these will relate to clients and to their employees and will therefore contain personal data
• It’s not just electronic data. Any records that are stored in a form that is easily searchable can fall under the remit of regulation

Question 9

What are the key persons outlined within GDPR 2018?

Answer 9

1. Data Controller - person that decided how and why to collect and use data
2. Data Processor - a separate person who processes data on behalf of the controller
3. Data Subject - individual whom person data is about

Question 10

What are the 7 key principles of GDPR?

Answer 10

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

Question 11

What are the 8 individual rights under GDPR?

Answer 11

1. The Right to Information
2. The Right of Access
3. The Right to Rectification
4. The Right to Erasure
5. The Right to Restriction of Processing
6. The Right to Data Portability
7. The Right to Object
8. The Right to Avoid Automated Decision-Making

Question 12

If you want to dispose a document from your office, what are the things you will need to check?

Answer 12

1. Is it original contract / legal document
2. Are they needed for litigation or other proceedings
3. Do they relate to any current project
4. Is it any confidential info - If yes, it should be disposed securely

Question 13

What measures could be taken to protect commercially sensistive information?

Answer 13

1. Non-disclosure agreement in place
2. Physical separation of staff
3. Keep in secure locations