Data management

Question 1

Secure data storage options?

Answer 1

1. disk encryption
2. back-ups
3. password protection
4. anti-virus protection
5. firewalls and recovery procedures

Question 2

What is copyright?

Answer 2

1. rights granted to an author or creator, including the right to copy
2. Rights can be licensed, assigned or transferred
3. form of intellectual property

Question 3

What is crown copyright?

Answer 3

Material created by government such as laws, press release, and OS mapping

Question 4

What are the requirements of Copyright?

Answer 4

Copyright must be acknowledged if duplicated in work such as a report

Question 5

What is GDPR?

Answer 5

General Data Protection Regulation 2016

Question 6

What is the Data Protection Act 2018?

Answer 6

UKs implementation of GDPR - replaced DPA 1998 and relates to personal data

Question 7

What is the DPA for?

Answer 7

It aims to create a single data protection regime for anyone doing business in the EU and to empower individuals to take control of how their data is used by third parties. It gives people stronger rights to be informed about how their personal information is used

Question 8

What are the key requirements of the DPA?

Answer 8

1. An obligation to conduct data protection impact assessments for high risk hold~ng of data
2. New rights for individuals to have access to information on what personal data is held and to have it erased
3. A new principle of ‘data accountability’ ensuring that organisations can prove to the Information Commissioner’s Office (ICO) how they comply with the new regulations
4. Data security breaches need to be reported to ICO within 72 hours where there is a loss of personal data and a risk of harm to individuals - it is policed by ICO

Question 9

What are the principles of GDPR?

Answer 9

Principles relating to the storage of personal data states that data must be:
processed lawfully, fairly and in a transparent manner in relation to individuals; _
* collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes;
* adequate, relevant and limited to what is necessary for the purposes for which they are processed;
* accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;
* kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; _ _ _
* processed in a manner that ensures appropriate security of the personal data, including protection

Question 10

What is the freedom of information act 2005?

Answer 10

1. The primary piece of legislation that controls access to official information
2. Permits the public right of access to information held by authorities
3. Information must be published through the public authorities’ publication scheme

Gives individuals the right of access to information held by public bodies.
* The public body must tell any individual requesting sight of information whether it holds it
* Normally the public body is required to supply it in 20 working days in the format requested
* It can charge for the provision of the information

Question 11

What is a non-disclosure agreement?

Answer 11

a contract by which one or more parties agree not to disclose confidential information that they have shared with each other as a necessary part of doing business together.

Question 12

How do data breaches occur?

Answer 12

1. employee mistakes
2. equipment failure
3. hacking or cyber attacks
4. malware
5. loss of equipment

Question 13

How do you prevent data breaches?

Answer 13

Training on:
1. dealing with a data breach
2. how to transfer data securely
3. compliance with the firm’s data protection policy
4. how to avoid becoming a victim of cybercrime, phishing etc
5. care when using social media
6. use of proper passwords
7. ensure suppliers comply with the Data Protection Act 2018

Question 14

What are examples of staff training and procedures?

Answer 14

1. appoint a person to handle data enquiries and controls
2. provide documentation on processes and rights about how data is held, how consent can be revoked, objection to activities, deletion
3. processes to deal with a data breach (when to inform those affected, when it needs to be reported)
4. ensure compliance with law

Question 15

Data retention periods in case of claims?

Answer 15

1. six years from when the service was provided
2. six years from when a loss was suffered
3. 15 years if the claimant did not know a loss was suffered earlier
4. 12 years depending on type of instruction and claim

Question 16

What RICS guidance covers Data protection?

Answer 16

RICS guidance note Risk, liability and insurance

Question 17

Where can you obtain further information on data protection?

Answer 17

UK Gov - UK National Cybersecurity Centre

Question 18

What is the Proposed RICS Professional Statement on Data Handling and Prevention of Cybercrime?

Answer 18

• A Data Handling and Prevention of Cybercrime Professional Statement is proposed covering best practice and mandatory obligations with which RICS professionals and regulated firms must comply
• It is proposed to address how surveyors capture, store and share data appropriately and securely and is likely to mandate policies, practices and training for all regulated firms and members

Question 19

What is your understanding of the term confidentiality?

Answer 19

Where information is provided but it is subject to confidence and not shared without permission

Question 20

What do you understand by the term meta data?

Answer 20

1. Meta data is information about a specific piece of data
2. meta data may include details on author, file size, document date
3. when sharing a document must ensure confidential meta data is not shared without permission

Question 21

What is intellectual property?

Answer 21

Intellectual property (IP) refers to creations of the mind, such as inventions; literary and artistic works; designs;

Question 22

what are the benefits of cloud storage?

Answer 22

1. backed-up securely on encrypted servers
2. managed by online settings
3. can be cheaper than physical storage
4. environmentally friendly
5. Multiple users can access the same documents

Question 23

what are a person’s rights under the DPA 2018?

Answer 23

1. Right to be informed about how their data is being used
2. Right to access their data
3. Right to have incorrect information updated
4. Right to have the data erase
5. Right to object to the use of their data

Question 24

Who are the key persons involved with data protection

Answer 24

1. controller - deals with how data is processed
2. processor - person processing data
3. data protection officer - a role required by EU GDPR when dealing with EU citizens

Question 25

What information do you use in day-to-day surveying?

Answer 25

1. RICS Guidance notes 2. Contract documentation 3. Tenders/cost plans 4. valuation data 5. sub-contractor information

Question 26

How do you ensure compliance with legislation?

Answer 26

Data is stored on encrypted computers and backup discs. Computer is locked when not in use. If sharing confidential information I obtain clients' permission.

Question 27

How do companies comply with data protection legislation?

Answer 27

1. only retain data needed 2. hold data securely 3. keep info up to date and delete if not needed

Question 28

What do the Privacy and Electronic Communications Regulations 2003 apply to?

Answer 28

1. electronic marketing including phone calls and sms or emails 2. website cookies 3. security of public communications services and privacy of users

Question 29

What is the Limitation Act?

Answer 29

The Limitation Act 1980 sets out the rules on how long someone has to take action through the courts against another party. If the limitation period has expired then a claim is statute-barred and the person who wants to make the claim may be prevented from doing so.

Question 30

What are the differences between primary and secondary data?

Answer 30

Primary data sources include; Surveys, observations, experiments, questionnaires, focus groups, interviews, etc., while secondary data sources include; books, journals, articles, web pages, blogs, etc.

Question 31

How do you validate information?

Answer 31

By carrying out extensive research to ensure that there is consistency of information

Question 32

What is the difference between a deed and a registered title?

Answer 32

Land registry title deeds are a legal document that proves an individual's ownership of a property. The title register lists the owner's name and address, as well as any restrictions or charges on the property, while the title plan shows the boundaries of the property.

Question 33

what is an index map?

Answer 33

The index map contains information on all land and property that’s registered or being registered with HM Land Registry.

Question 34

what is a firewall?

Answer 34

A Firewall is a network security device that monitors and filters incoming and outgoing network traffic based on an organization's previously established security policies.

Question 35

What is an AVM?

Answer 35

An automated valuation model (AVM) is a software-based tool that's used in residential and commercial real estate to determine property value.

Question 36

What is ISO 9001?

Answer 36

ISO 9001 is defined as the international standard that specifies requirements for a quality management system (QMS).

Question 37

what are the requirements of iso 9001?

Answer 37

The ISO 9001:2008 standard required your organisation to address five key areas to achieve continual improvement: * Quality Management System. * Management Responsibility. * Resource Management. * Product Realisation. * Measurement, Analysis and Improvement.

Question 38

What is an EDMS?

Answer 38

An electronic document management system (EDMS) is a software system for organizing and storing different kinds of documents.

Question 39

Are electronic signatures accepted by the Land Registry?

Answer 39

Yes

Question 40

What type of documents can electronic signatures be used for?

Answer 40

An e-signature can be used on legal documents, contractual agreements, invoices, financing documentation and more. It could take the form of a digital version of an individual's signature. An electronic signature provides evidence that the signer accepts or agrees with whatever is set out in the document.

Question 41

what is data redundancy?

Answer 41

Data redundancy is a condition created within a database or data storage technology in which the same piece of data is held in two separate places.