Data Management Flashcards

Question

Can other colleagues access information you are working on?

Answer 1

Not if they are in a different team e.g. DVS will not be able to access information stored for rating purposes

Answer 2

- Personal data - National security - Information held by the VOA for its functions that either directly identifies a person or enables their identity to be deduced from it, is exempt from disclosure under S44 of the FOI Act 2000 as it is prohibited by S23 of the CRCA 2005.

Answer 3

- Controls how your personal information is used by organisations, businesses or the government - Everyone responsible for using personal data has to follow strict rules called 'Data Protection Principles' also known as PACKAP - Consumer rights (ACCEP)

Answer 4

- Kept for a minimum of 6 years - VOA has a team who deals with erasure and data disposal

Answer 5

Commissioners for Revenue and Customs Act 2005 (CRCA)

Answer 6

- Information is backed up by encrypted servers - Accessibility can be managed via online settings - Cheaper than physically storing and managing files - More convenient to send and share files - Environmentally friendly - Multiple users can access the same document at the same time

Answer 7

- Used to protect against the disclosure of sharing any confidential data - Prior to information being shared, clients will typically request that the recipient signs up to an NDA - Often used to prevent confidential or sensitive property information being used or talked about by competitiors

Answer 8

- Make the client aware of risks - Conflict of interest protocol - Informed consent - Keep staff exclusively in one team - NDAs - Separate working locations - Use secure document systems with access restrictions

Answer 9

Controller = person that determines the purpose and means of processing personal data e.g. employer Processor = person that processes personal data on behalf of the controller e.g. call centres acting on behalf of its client Data Protection Officer = leadership role required by EU GDPR - responsible for overseeing data protection approach study and implementation

Answer 10

- Raise awareness across the business - Audit personal data - Review procedures supporting individual rights - Identify and document the legal basis for processing personal data under GDPR - Train staff and give them the information

Answer 11

- Personal data relating to VOA employees - Emails containing sensitive or confidential information - Customer correspondence received in confidence - Customer records - Property information - Contractual information relating to past, present or future companies

Answer 12

- Sharing information with others - Before sharing information you must be sure you have the right to disclose it and the person requesting it has the right to receive it

Answer 13

1) Public authority obliged to publish certain information about their activities 2) Members of the public are entitled to request information from public authorities

Answer 14

In line with the CRCA 2005: - if essential to functions - in line with legislation - consent - civil proceedings e.g. law allows us to disclose rental information when dealing with a rating challenge and the appellant can request rental information proportionate to ours

Answer 15

- Deadline of 1 month to response to request - Forward to subject access request (SAR) inbox immediately - If part of an outstanding case, would consider if it can be dealt with more appropriately as business as usual under CRCA - Verbal request for property information cannot always be answered verbally - we may require verification of the person's link to the property before deciding to disclose

Answer 16

- Check the request is made in writing - Check it includes the requester's name and address and clearly describe the information wanted - Forward request to FOI inbox team

Answer 17

Information held must be: 1) Secure 2) Fairly and lawfully processed for relevant purposes 3) Accurate and up-to-date 4) Not kept longer than necessary 5) Not given to 3rd parties 6) Disposed of securely 7) Processed in line with the data subject's rights

Answer 18

- Lawfulness, fairness and transparency - Purpose limitation - Data minimisation

Answer 19

- I am aware of different types of information we hold - I complete the relevant training on understanding UK GDPR and DPA - I store data in the appropriate locations - I use appropriate document markings when storing and sharing information (Official-Sensitive) - I use secure information sharing such as Outlook rather than Teams

Answer 20

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

Answer 21

- To be informed - To access - To rectify - To restrict processing - Data portability - To object - To automated decision making and profiling - To erasure

Answer 22

- UK's implementation of EU eprivacy directive - Set of rules that protect the private rights of customers for marketing - A complement to the DPA and UK GDPR - Specific rules on marketing calls, emails, texts and faxes; cookies; customer privacy; keeping communication services secure

Answer 23

It is the exclusive and assignable legal right given to the originator for a fixed number of years to print, publish, perform, film or record literary, artistic or musical material

Answer 24

It is intangible property that is the result of creativity, such as patents, copyrights etc.

Answer 25

Yes - Through written agreement such as a contract or assignment - It should clearly state the details of the transfer including specific IP rights being transferred, parties involved and conditions/limitations

Answer 26

It is a section of UK law that sets out rules for how long someone can take legal action to recover money they are owed. It only applies when no contact has been made between the creditor and debtor within the given time limit and only applies to residents of England and Wales.

Answer 27

Files kept for 6 years: - personal injury - crime - debt collection - county court litigation - immigration Files kept for 15 years: - sales of leasehold properties - residential property purchases - property sales - probate - financial services Files kept for longer than 15 years: - name change - wills - pension schemes - IP - company formation

Answer 28

Deed = The physical document that proves ownership Title = Concept of legal ownership that the deed grants

Answer 29

- Paper documents are difficult to search/carry/copy and modify - Paper documents are easily damaged, misfiled or misplaced - Electronic documents are delivered by networks, disks, flash memory and CD/DVD and stored on a file system - Electronic documents can be hacked externally - Multiple users review electronic documents simultaneously

Answer 30

- A type of finding aid that enables users to find a set of maps covering their regions of interest along with the name or number of the relevant map sheet - Provides geospatial data on either paper or computer screen

Answer 31

- Keep systems, browsers and important apps up to date - Antivirus software - Anti-spy software - Firewalls - Strong passwords - Be wary of phishing and suspicious emails - Use a secure wifi connection (VPN)

Answer 32

A system in which a record of transactions especially those made in a cryptocurrency, is maintained across computers that are linked in a peer to peer network

Answer 33

Building Information Modelling - Workflow process - Based around models used for the planning, design, construction and management of building and infrastructure projects

Answer 34

Automated Valuation Model RICS definition: "using one or more mathematical techniques to provide an estimate of value of a specified property at a specified date, accompanied by a measure of confidence in the result, without human interaction post-initiation"

Answer 35

- They are increasingly being used as an input to the valuation process or as a second opinion - Examples of funds being valued using an internal AVM, with a human valuer reviewing and providing assurance in their roles as an external, independent valuer e.g. Rightmove or Hometrack (used by Zoopla)

Answer 36

- It sets out the requirements on how firms should control data and documents relevant to the service they provide - Sets out requirements for a company's Quality Management System (QMS) which is about the management of the entire enterprise and its operational processes

Answer 37

International standards for information security - It sets out the specification for an effective ISMS (Information Security Management System) - Helps organisations manage their information security by addressing people, processes and technology

Answer 38

It is an Act to provide for the admissibility of hearsay evidence, the proof of certain documentary evidence and the admissibility and proof of official actuarial tables in civil proceedings; and for connected purposes

Answer 39

Yes - Under English law a deed can be validly signed and witnessed using an electronic signature platform e.g. Docusign e-signature

Answer 40

- Legal documents - Contractual agreements - Invoices - Financing documents

Answer 41

- When the same piece of data exists in multiple places whereas data inconsistency is when the same data exists in different formats in multiple tables - Data redundancy can cause data inconsistency which can provide a company with unreliable/meaningless info

Answer 42

- It is a built-in Excel function used to search for a value in the first column of a table range and return a corresponding value from another column in the same row - It means "vertical lookup" - Commonly used for data retrieval and analysis tasks

Answer 43

- It is an interactive way to quickly summarise large amounts of data - Used to analyse numerical data in detail - Used to query large amounts of data in many user-friendly ways

Answer 44

- A set of tools for strategic planning and tactical implementation of policies, practices, guidelines, processes and procedures that are used in the development, deployment and execution of business plans and strategies and all associated management

Answer 45

Put simply, a market valuation produced through mathematical modelling. Based on market analysis of location, market conditions and real estate characteristics.

Answer 46

- It has the potential to offer greater accuracy and efficiency in carrying out valuations. - AI algorithms are able to evaluate other comparable properties and pinpoint an estimated valuation. - Drawbacks = site specific abnormal factors such as property condition and special values cannot be considered i.e. HRRBs. = susceptibility to a reliance on bad data which can reduce the accuracy of the inputs. = can provide access to a wide array of data and greater efficiencies when used as a data collection and processing tool. = critical to have significant input from a human appraiser standpoint in order to undergo rigorous checks and due diligence.

Answer 47

Yes in the RICS Harris Debate 2024. The Harris Debate is organised annually and provides a platform to address ethical concerns in the field of surveying and valuation. Focussed on the theme of ethics in the age of artificial intelligence and its impact on valuation practice.

Answer 48

- Rely on data and if this in inaccurate, incomplete or intentionally weighted following bias data input, this dramatically skews results. - Issues with transparency of data input and analysis with operators of AI not always fully cognisant of how the results have been generated - Creators can't fully explain how decisions are made so valuations with sole AI/AVM input would not comply with current regulations and industry standards.

Answer 49

- Enhanced property management - Data-driven decision making - Streamlining transactions - Simulate impact of new developments - Risk management Emphasises the collaboration between technology and human expertise

Answer 50

Insight Paper 2022 - Automated valuation models (AVMs): implications for the profession and their clients Red Book 2025 - PS1 and VPS5 Valuation models - ‘No model without the valuer applying professional judgement, for example an automated valuation model (AVM), can produce an IVS-compliant valuation’.

Answer 51

The objective of the modelling is to produce value estimates which are consistent with the statutory basis of valuation for Council Tax. They key assumptions being: - open market sale between a willing buyer and seller - vacant possession - freehold or long leasehold (at least 99 years) - reasonable state of repair - use restricted to a private dwelling - no development value. Therefore exclude non-open market sales such as connected parties, discounted sales, forced or repossession sales. Also sales from properties with a sitting tenant, part shares, reflecting development value or in a poor state of repair.

Answer 52

Investigation of sales information to verify that a sale is open market value, that it is useful for modelling purposes and to ensure that the property attribute data at the date of sale is correct. This improves the model accuracy, reduces unnecessary outlier investigation and verifies the data inputs.

Answer 53

- Sales data (SDLTs and Land Registry) - verified during the sales verification stage. - Property attribute data of both sold and unsold properties - Geographical data including ONS boundaries and grid co-ordinates

Answer 54

The characteristics of a property such as location, size, type, age, construction, date of sale, plot size, condition, number of bedrooms and any additional value significant factors

Answer 55

The re-assessment of over 1.4 million domestic properties whilst providing greater transparency and improved engagement with customers.

Answer 56

A tax on domestic property collected by the local authority.

Answer 57

Checked our internal records and verified this with local planning documents and Rightmove sales particulars.

Answer 58

Password protected, official-sensitive marker, information barriers in place so only the team working on this project have access.

Answer 59

Section 18 of CRCA makes clear that you must not disclose HMRC information to anyone, unless you have lawful authority to do so: - For the purposes of HMRC’s functions. An example is where it is necessary to advise a bailiff of a taxpayer’s name and address in order that the bailiff can enforce collection of overdue tax. - Where the person or organisation that the information is about has given their consent. An example could be a taxpayer who provides authorisation for an agent, accountant or other third party to receive confidential information. - Where the duty of confidentiality is specifically overridden by legislation that permits the disclosure of information to a particular third party. These are often known as ‘legal’ or ‘information’ ‘gateways’. - Where HMRC receives a court order that is binding on the Crown which instructs HMRC to disclose information. - Where disclosure is made for the purposes of a prosecution being pursued by HMRC. - Where disclosure is in the public interest. - Disclosure to the relevant prosecuting authorities.

Answer 60

I assisted with the sales verification exercise for the Welsh Council Tax Revaluation 2025. I removed non-useful property sales from the AVM model in order to improve model accuracy. Using SDLT and Land Registry sales evidence, I verified sales which were at open market value. I then verified the property attribute data linked to that sale to ensure it correctly reflected the property at the time of sale. I then ensured all evidence was securely store within the VOA's internal database.

Answer 61

During a Challenge case the agent requested to view rental evidence submitted within my response. As copies of the rental evidence cannot be provides, I arranged for the agent to view them at my local office. I arranged access with the building's estates team, booked a private room to mitigate the risk of a data breach to colleagues within the building. I met the agent in reception and escorted them at all times. I advised the agent that they could view the data but not take photocopies or photographs. I ensured personally identifiable information was redacted in accordance with CRCA. I then escorted the agent back to reception and witnessed them leave the premises.

Answer 62

This specifies that the VT can give directions on evidence required, the manner and time in which they're provided. - Within 2 weeks of the hearing, all info to be used has been given to the other party to the proceedings. - If not less than 24 hours notice, each party is permitted to inspect the documents or media - The number of dwellings in the notice should not exceed 4 or if greater, the number in our notice.

Answer 63

Section 18 - disclosure

Answer 64

I produced the statement of case to be used when presenting at VT. The taxpayer disputed their Council Tax banding. I sourced comparable evidence and organised the sales and tonal evidence, weighted it and presented it in a table. I provided a floorplan and location plan of the subject and comparables using mapping software. The disclosure was in line with Section 18 CRCA and Reg 17 of the VTE Regs. I ensured this statement of case was sent to both the VT panel and taxpayer via email, verifying email addresses and ensuring it was sent in a PDF format with the Official-Sensitive marker.

Answer 65

Tone is the general level of bands which have been established in an area for a particular type of property. This is where a number of similar properties have bandings which, over time, have not been challenged or changed. A tone is also set when appeals on properties in the area have been settled or decided by the Tribunal.

Answer 66

I developed a spreadsheet of comparables to value agricultural properties for Council Tax Welsh Reform. I cleansed the data we had to ensure it was reliable. I then compiled evidence of farm and land transactions in order to place a price per acre on the land depending on its size. External sources such as market reports were used to validate my values. I exported this sales data into a database along with non-composite comparables in order to be able to compare dwelling and outbuilding values. It was password protected with restricted access. I transposed the data over a map of Wales to visualise the data and found that a broad brush approach was most appropriate when applying adjustments to agricultural properties based on their acreage. I presented this to senior surveyors who agreed with my valuation approach.

Answer 67

Foresight method to detect any potential risks. I ensured data had been cleansed so that reliable data was used, preventing reputational damage and ensuring correctness

Answer 68

Identifying and correcting inaccurate or unreliable data.

Answer 69

A ‘composite’ hereditament is a dwelling which has domestic and non-domestic parts as per Local Government Finance Act 1998.

Answer 70

This is to reflect an average value reduction for the domestic element based on size of the holding

Answer 71

Disclosure made for the purposes of a function of HMRC

Answer 72

Regulation 17(4)(b)(ii) of The Valuation Tribunal for England (Council Tax and Rating Appeals) (Procedure) Regulations 2009; The Valuation Tribunal for England (Council Tax and Rating Appeals) (Procedure) (Amendment) Regulations 2021.

Answer 73

No, it’s been archived, and updates should be checked before electing to act in accordance with this guidance document.

Answer 74

“not less than 24 hours”, as per Regulation 17.

Answer 75

Only relevant information required to perform function of HMRC. Also bound by GDPR.

Answer 76

As per Reg 17 of the VTE Regs 2009 as amended, I would not disclose this evidence as it not relevant to the existing proposal (being a 2017 list Challenge).

Answer 77

I developed a spreadsheet of comparables to value agricultural properties for CT Welsh Reform. I ensured data had been cleansed so that reliable data was used, preventing reputational damage and ensuring accuracy. I compiled comparable evidence of farm and land transactions to place a price per acre on the land using SDLT transactions and validating these values using external sources such as Knight Frank and Savills. This spreadsheet was password protected, with the correct naming conventions and had restricted access. The sales data was then exported into a database along with data of non-composite comparables in order to compare dwelling values. I transposed this information over a map of Wales and established a broad brush approach could be taken when applying adjustments to composite properties based on the acreage of the land. I advised senior surveyors of the data I had collected and manipulated in order to reach my final values which they agreed to. This then allowed surveyors to value agricultural properties in Wales.

Answer 78

Section 19(1)(b)

Answer 79

Regulation 17(4)(a) of The Valuation Tribunal for England (Council Tax and Rating Appeals) (Procedure) Regulations 2009.

Answer 80

Subject Access Request - the right of access, commonly referred to as subject access, gives individuals the right to obtain a copy of their personal data from you, as well as other supplementary information.

Answer 81

Confirmation that you are processing their personal data; a copy of their personal data; and other supplementary information.

Answer 82

Regulation should be focused on the problem and minimise side effects.

Answer 83

Information Commissioner's Office

Answer 84

No CRCA, you would handle client data to aid your organisation but still comply with DPA and GDPR

Answer 85

Everyone responsible for using personal data

Answer 86

Data (Use and Access) Bill is still in the House of Commons - aims to enhance data sharing between public and private sectors while ensuring individual privacy protections. Increase in ICO’s fees paid by data controllers

Answer 87

The ICO is the UK’s independent body set up to uphold information rights. In the UK, the Information Commissioner’s Office is responsible for regulating compliance with the Data Protection Act 1998, Freedom of Information Act 2000 and the Environmental Information Regulations 2004.

Answer 88

* From ratepayers and representatives * Forms of return (now RALD) * Inspection * Public domain * Subscription websites

Answer 89

* Lease information * Sales information * Building information * Market knowledge reports

Answer 90

The identified or identifiable living individual to whom personal data relates.

Answer 91

International information security standard for how company should implement security management system - government framework that contains structured activities that allows companies to manage information security risks.

Answer 92

Meta – €1.2 billion (May 2023): Was fined after an Irish court ruled that it violated GDPR laws related to data transfers between the EU and the US

Answer 93

GDPR relates to personal data whereas data protection relates to all data

Answer 94

- Must report breach (internally) within 72 hours of becoming aware. Dedicated Data Protection Officer (DPO) required for public authorities. - You must report breach to Information Commissioner's Office (ICO) if breach has high likelihood to risk people’s rights and freedoms within 72 hours. - Stronger legal protection for more sensitive information, such as race, religious or political beliefs, sexual orientation.

Answer 95

Physical Security: - Access Control: All VOA staff and visitors require passes for access to premises. - Secure Storage: Sensitive data is stored in secure environments, including locked security cabinets. - Strict Access Control: Access to classified statistical data is strictly controlled in line with the VOA's security policy. Technical Security Organisational Security Disclosure Security

Answer 96

Data Protection Officer

Answer 97

At the VOA you would report the incident to the Information Security Team. Private as a sole practitioner: - Assess the breach. - Attempt to remedy the breach. - Notify client / ex-client. - Serious breach and loss to client/ex-client report to the Information Commissioners Office

Answer 98

Ensure it's accurate, consistent, reliable, access controls, data back up, data encryption, audit trails

Answer 99

Personal data that reveals sensitive information, such as racial or ethnic origin, political opinions, religious beliefs, trade union membership, genetic data, biometric data, health data, or a person's sex life or sexual orientation, and requires stricter protection. Article 9 of the UK GDPR

Answer 100

Merging data from various sources, organising and arranging it into tables

Answer 101

Land registry

Answer 102

- Domestic use - Law enforcement - Intelligent services

Answer 103

Too costly, prejudice a criminal matter, if repeat request

Answer 104

- Asbestos register - EPCs - Planning - Flood risk map - Coal mining authority map

Answer 105

The Council Tax Welsh Reform was a particularly confidential project as the Welsh Government hadn't yet publicly made a decision on when the Reform would be undertaken or the proposed bandings.

Data Management Flashcards

(130 cards)