Data Management Level 3

Question 1

What data systems do RVJB use?

Answer 1

• Workload Manager
• Alpha 5 - databases for valuations and proposals
• Laserfiche - internal filing system - e.g. emails, plans, area calculations, rental information, etc
• Putty/Progress - system used to update valuation roll/council tax list and send data to local authorities

Question 2

What Act allows the Assessor to request rental/build cost/fit out cost information?

Answer 2

The Non-Domestic Rates Act (2020)
Prior to this the 1854 Act allowed each Assessor to request rental information for non domestic rates.

Question 3

What happens if the person who is served the AIN does not respond with the required information?

Answer 3

The Assessor can issue a civil penalty

Question 4

Is there any guidance available for dealing with civil penalties?

Answer 4

the SAA Guidance Note 1 - Assessor Information Notices and Civil Penalty Procedures

Question 5

How long does an individual have to return information before a civil penalty will be issued?

Answer 5

28 days

Question 6

What are the time scales and penalties for each stage of the failure to submit information under the CPN?

Answer 6

CPN sent after 28 days no response - if lands and heritages in the roll - £200 or 1% rateable value - whichever is greater
if not in the roll - £1,000

After 42 days if in the roll -
£1,000 or 20% of rateable value - whichever greater
if not in the roll - £10,000

After 56 days if in the roll -
£1,000 or 50% rateable value -
if not in the roll - £50,000

Question 7

Can a P/T/O appeal a civil penalty and to whom?

Answer 7

Yes, but the appeal has to be lodged 28 from the date of issue of the CPN.
First-tier tribunal for Scotland

Question 8

Is there an RVJB approach to civil penalties?

Answer 8

If CPN is issued and within 14 days the required information is supplied, the CP is null and void.

Question 9

How have you obtained level 2 data management?

Answer 9

I use data obtained through AINS to input this information into analysis sheets.
From this data I can come to conclusions on rates to be used within a certain location/subject type.
I use ROS sales data to come to conclusions on council tax bandings.
I have interpreted map and plan data and used external data sources such as the CAG Basemap to calculate land measurements.

Question 10

How have you achieved data management to level three?

Answer 10

I have advised senior colleagues on council tax proposals/bandings using the relevant data. Once approved I have also advised the ratepayer on my findings.
I have advised senior colleagues on ndr proposals using the relevant data and once approved I have also advised the ratepayer/agent on the data used to come to my conclusions.

Question 11

What different lease terms are there?

Answer 11

FRI - Full Repairing and Insuring: tenant pays all repairs and insurance
IRI - Internal Repairs and Insuring: tenant pays internal repairs and insurance
IRO: Internal Repairs Only: tenant pays internal repairs only
IO: Insurance Only: tenant pays insurance only
Gross: Landlord pays all repairs and insurance

Question 12

What is the Data Protection Act 2018 (DPA)?

Answer 12

A UK law that governs how personal data is processed and protected

See more at https://www.gov.uk/data-protection

Question 13

What is the UK General Data Protection Regulation (UK GDPR)?

Answer 13

A regulation that sets guidelines for the collection and processing of personal information in the UK

More information can be found at https://www.gov.uk/data-protection

Question 14

What does the Digital Economy Act (DEA) address?

Answer 14

Legislation focused on the digital economy, including data sharing and protection

Details available at https://ico.org.uk/media/about-the-ico/documents/4024606/ico-review-dea-20230314.pdf

Question 15

What is the Freedom of Information Scotland Act 2000 (FOISA)?

Answer 15

A law that allows individuals to access information held by public authorities in Scotland

More details are accessible at legislation.gov.uk

Question 16

What are the Environmental Information Regulations 2004?

Answer 16

Regulations that provide public access to environmental information held by public authorities

More information can be found at https://www.dundeecity.gov.uk/service-area/corporate-services/democratic-and-legal-services/freedom-of-information/environmental-information-scotland-regulations-2004

Question 17

What rights does the Human Rights Act 1998 protect?

Answer 17

Rights concerning respect for private and family life, home, and correspondence

More information available at https://www.citizensadvice.org.uk/law-and-courts/civil-rights/human-rights/what-rights-are-protected-under-the-human-rights-act/your-right-to-respect-for-private-and-family-life/#:~:text=What%20are%20your%20rights%20under,life%2C%20your%20home%20and%20correspondence.

Question 18

What is the primary difference between a Subject Access Request (SAR) and a Freedom of Information (FOI) request?

Answer 18

SAR requests personal data while FOI requests general information held by public authorities

Question 19

Fill in the blank: FOI requests must be submitted in _______.

Answer 19

writing

Question 20

What is the response time for a public authority to respond to an FOI request?

Answer 20

20 working days, with possible extensions

Question 21

What is the response time for a Subject Access Request (SAR)?

Answer 21

One calendar month from receipt

Question 22

True or False: An individual can submit a SAR verbally.

Answer 22

True

Question 23

What type of information can be requested under the FOI Act?

Answer 23

Information held by a public authority, excluding personal data

For example, information on local council spending.

Question 24

What data is typically not included in an FOI request?

Answer 24

Personal information

Question 25

What types of data are managed by HVJB?

Answer 25

* Council Tax * Rating * Electoral Registration

Question 26

What is the SAA Portal?

Answer 26

A system related to the management of specific data

Question 27

What does the SAA Portal provide?

Answer 27

Details of CT bands and RVs for all properties in Scotland ## Footnote Contains general advice in relation to CT, NDR and ER.

Question 28

When was the SAA Portal officially launched?

Answer 28

October 2004 to coincide with the Scottish Executive Modernising Government Conference. ## Footnote Site was relaunched in March 2017

Question 29

What are the 7 principles of the data protection act 2018?

Answer 29

1. Lawfullness, Fairness and Transparency 2. Purpose Limitation 3. Data minimisation 4. Accuracy 5. Storage Limitation 6. Integrity and Confidentiality 7. Accountability

Question 30

What is an individual's rights under the DPA 18?

Answer 30

- be informed about how data is used - access personal data (SAR) - have incorrect data updated - stop or restrict processing of data - data portability - object to how data is being used in certain circumstances.

Question 31

When could personal information be withheld?

Answer 31

- prevention, detection or investigation of a crime - national security or other armed forces - assessment or collection of tax - judicial or ministerial appointment

Question 32

What is a data protection officer?

Answer 32

UK GDPR introduced that it is mandatory to appoint a DPO if you are a public authority or body to carry out certain processing activities.

Question 33

what are some of the responsibilities of the data protection officer?

Answer 33

- assist to monitor internal compliance, inform and advise on data protection obligations. - act as a point of contact for data subjects and the Information Commisioners Office (ICO) - help demonstrate compliance and are part of enhanced focus on accountability. ## Footnote Can be exciting employee or externally appointed. Some case - one DPO appointed between multiple organisations Must be independent, an expert in data protection, adequately resourced and report to highest management level.

Question 34

What is an Information Governance Officer?

Answer 34

NOT MANDATORY - however, invaluable in organisations where sensitive information is handled - ensure information is managed in a way that protects confidentiality, integrity and availability of information. - responsible for promoting a culture that values and protects information and ensure staff all understand their roles and provide training and support.

Question 35

What are the key persons/entities laid out in the data protection act 2018?

Answer 35

1. Data Protection Officer 2. Data Controller - entity that determines purposes and means of processing personal data. - define data processing activities - ensure compliance - managing subject data rights 3. Data Processor - entity that processes personal data on behalf of the controller (do not have authority to determine purposes of data processing). - Processing according to instructions - Implementing security measures 4. Data Subject - any living individual who can be identified from personal data.

Question 36

What does the Freedom of Information (Scotland) Act 2002 lay out?

Answer 36

Allows for an individual to request disclosure of information from a public body provided there are no exemptions.

Question 37

What are some of the exemptions detailed in the FOISA?

Answer 37

- if requester can reasonably obtain the information without the need for a request - if the information provided would constitute contempt of court - if public authorities are publishing the requested information within the next 12 weeks - information that would prejudice relations between administrations in the UK - information that would prejudice the financial interests of the UK, Scottish, Welsh or Northern Irish Administrators. - information that could harm national security.

Question 38

What must a public body do if they refuse to provide the information requested?

Answer 38

- Justify any refusal to disclose the information. - Consider public interest - even if exempt, do the benefits of disclosing the information outweigh the reasons for withholding the information.