Data Management

Question 1

How long do you keep data for?

Answer 1

• 6 years if the contract is signed underhand
• 12 years if contract is signed as a deed
• RICS recommends up to 15 years.

Question 2

What type of data systems are used in your organisation?

Answer 2

• Shared hard drive
• backed up severs
• Online storage (Drop box)
• Microsoft Teams
• Project extranet

Question 3

What is a project extranet?

Answer 3

A computer network that allows external parties to view files on a secure platform (Skanska - SkanShare)

Question 4

What are the advantages of a project extranet system?

Answer 4

• Improves communication
• 24 hour access
• Efficient
• Secure

Question 5

What are the dis-advantages of a project extranet system?

Answer 5

• Expensive
• Requires maintenance
• May require user training

Question 6

What are the benefits of a cloud-based system?

Answer 6

• Easy to access anywhere in the world
• Low set up costs
• Can work in Realtime
• Secure and password protected.

Question 7

What pricing data is available to you?

Answer 7

• BCIS
• in house records
• costs books
• benchmarking

Question 8

What is the Data Protection Act 2018?

Answer 8

The act controls how your personal information is used.

It is the UK’s implementation of GDPR

Question 9

What is GDPR?

Answer 9

• Is a regulation in EU law on data protection and privacy
• It also addresses the transfer of personal data outside the EU and EEA areas

Question 10

What is the purpose of GDPR?

Answer 10

• It was designed to harmonise data privacy laws across the EU to provide greater protection and rights to individuals.
• It was also created to alter how businesses store date and handle data.
• There are large fines for a breach of these rules.

Question 11

Who are the key persons outlined in GDPR?

Answer 11

Data Controller - person who decides how and why to collect and use data.

Data processor - Person who processes data on behalf of the controller.

Data subject - Individual. Who the data is about.

Data protection officer - Person who ensures compliancy with the act.

Question 12

What constitutes to personal data?

Answer 12

• Information related to a person that can be used to directly or indirectly identify a person
• name, photo, email address, bank details, medical information, computer IP address.

Question 13

What is the difference between a data controller and a data processor?

Answer 13

• Controller decides why and how information is used
• The processor processes personal data.

Question 14

What are 8 individual rights under GDPR?

Answer 14

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 15

Who enforces GDPR?

Answer 15

The information commissioners office

Question 16

What is the freedom of information act?

Answer 16

• The Freedom of Information Act 2000
• Provides public access to information held by public authorities upon request.

Question 17

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

Answer 17

1. Is the document an original contract or legal document?
2. Can the document be required for litigation or other purposes?
3. Does the document relate to a live project?
4. Is a back-up copy avaliable?

Question 18

What measures could be taken to protect sensitive information?

Answer 18

Have non-disclosure agreements in place and use password protected servers or lockable cabinets.

Question 19

How can we protect data when transferring it?

Answer 19

Encryption, recorded special delivery, mark it as confidential, use a secure network.

Question 20

What is an information barrier?

Answer 20

A physical or electronic separation of individuals within the same firm.

Aim is to protect confidential information.

Question 21

What is BIM?

Answer 21

Building Information Modelling

Question 22

Tell me about BIM

Answer 22

BIM is a process that encourages collaborative working between all the disciplines involved in design, construction, maintenance and use of buildings.

Question 23

What are the advantages of BIM?

Answer 23

• You are able to make design changes easily on site
• It encourages better planning and design
• Anyone, anywhere in the world with access is able to and collaborate

Question 24

What are the disadvantages of BIM?

Answer 24

• It doesn’t pick up clash detection as accurately as it suggests
• It requires a lot of investment in training to be able to use it
• The software is expensive and sometimes firms cannot afford it.

Question 25

What is Elemental Cost Analysis?

Answer 25

A full appraisal of costs involved in previously constructed buildings and is aimed mainly at providing reliable information that will assist in accurately estimating cost of future buildings.

Question 26

What is a database?

Answer 26

a database is an organized collection of data stored and accessed electronically. Databases are used for storing, maintaining and accessing any sort of data. They collect information on people, places or things. That information is gathered in one place so that it can be observed and analysed. Databases can be thought of as an organized collection of information.