http://www.isurv.

com

RICS official definition

This competency must be achieved at least to Level 1.

At Level 1
Demonstrate knowledge and understanding of the sources of information and data, and of the
systems applicable to your area of practice, including the methodologies and techniques most
appropriate to collect, collate and store data.

At Level 2
Provide evidence of practical application in your area of practice and understand the relevance
of information gathered and the uses to which it can be applied. Analyse the information and
data collected.

At Level 3
Provide evidence of reasoned advice given to clients and others on the use and practical
application of the information collected and systems used, and/or specify the most appropriate
way for your own and/or a client organisation to collect, analyse and apply relevant information
and data.

isurv recommended reading and services

- Document management (available in isurv Construction )
-
Document management sample model clauses
-
Document management workflow
-
Process for scanning documentation

-
Electronic document storage (RICS guidance)

Practical guidance

Again, this competency will vary greatly between the APC pathways. It is important to think of
it in relation to your specific assessment, and against the backdrop of your day-to-day work
and the particular IT developments in your area.

In the valuation pathway, for example, this competency will cover comparable evidence found
in sales and rental evidence. Collection, collation and storage methods in this pathway will
usually comprise of the use of IT spreadsheets and databases, either developed by firms or
sold as commercial packages. Developments in this area, and in the commercial property
pathway, include the use of computer assisted techniques.

In the quantity surveying and construction pathway, meanwhile, sources of data may be

Page 1.
Copyright 2017 isurv
http://www.isurv.com

previous contracts or cost guides and price books. Various commercial packages are also
available to price contracts and bills of quantities.

For all pathways, the important thing is for you to be able to understand the use of data in your
day-to-day work - how this is gathered and put to use, and what the best methods of collection,
collation and storage are. You should be able to step back from your work, to explain what
data you use, how you find it and how it is manipulated. You should also be aware of the
implications of data protection legislation and how this will affect the use that can be made of
data you may hold.

You should avoid the temptation to 'write this competency off', on the basis that it will be
covered at Level 1 elsewhere - for example, in Level 1 of the valuation competency. Try to use
the competency to broaden and develop your understanding of wider data issues and
developments in the profession. See this competency as a subject in itself and carry out some
structured reading. Discuss it as a discrete issue at some point in your training plan and at the
three- and six-monthly assessment stages.

Within your work you will use many different sources of information, including:

- colleagues;
- documents;
- the internet;
- data;
- books;
- journals;
- companies;
- government departments;
- files; and many more.

It is worthwhile thinking over your recent work and considering what information you have used
and from where it came. Think also of other information that your organisation may have
provided to others. Who needed this and why?

When you have information you need to consider what you are able to do with it. This may not
be as straightforward as you might think because of laws that deal with the handling of
information.

Page 2.
Copyright 2017 isurv
http://www.isurv.com

In the UK
?You need to familiarise yourself with the following legislation.

TheData Protection Act 1998 gives individuals the right to know what information is held about
them. It provides a framework to ensure that personal information is handled properly.

The Act works in two ways. Firstly, it states that anyone who processes personal information
must comply with eight principles, which make sure that personal information is:

- fairly and lawfully processed;

- processed for limited purposes;
- adequate, relevant and not excessive;
- accurate and up to date;
- not kept for longer than is necessary;
- processed in line with your rights;
- secure; and
- not transferred to other countries without adequate protection.

The second area covered by the Act provides individuals with important rights, including the
right to find out what personal information is held on computer and most paper records.

Should an individual or organisation feel they are being denied access to personal information
that they are entitled to, or feel their information has not been handled according to the eight
principles, they can contact the Information Commissioner's Office (ICO) for help. Complaints
are usually dealt with informally, but if this is not possible, enforcement action can be taken.

The Data Protection Act does not guarantee personal privacy at all costs, but aims to strike a
balance between the rights of individuals and the sometimes competing interests of those with
legitimate reasons for using personal information. It applies to some paper records as well as
computer records.

This short checklist will help you understand how to comply with the Data Protection Act. Being
able to answer 'yes' to every question does not guarantee compliance, and you may need
more advice in particular areas, but it should mean that you are heading in the right direction.

- Do I really need this information about an individual? Do I know what I'm going to
use it for?
- Do the people whose information I hold know that I've got it, and are they likely to
understand what it will be used for?
- If I'm asked to pass on personal information, would the people about whom I hold
information expect me to do this?
- Am I satisfied the information is being held securely, whether it's on paper or on
computer? And what about my website? Is it secure?
- Is access to personal information limited to those with a strict need to know?
- Am I sure the personal information is accurate and up to date?
- Do I delete or destroy personal information as soon as I have no more need for it?
- Do I need to arrange for the Information Commissioner to be notified?

TheFreedom of Information Act 2000 deals with access to official information, while other
regulations deal with environmental information.

The Act provides individuals or organisations with the right to request information held by a
public authority. Information must also be published through the public authority's publication
scheme. This must be approved by the ICO, and is a commitment by a public authority to
make certain information available, and a guide on how to obtain it.

The Act applies to all information, not just information filed since the Act came into force.

In Scotland the relevant legislation is theFreedom of Information (Scotland) Act 2002 .

Page 3.
Copyright 2017 isurv
http://www.isurv.com

Testing areas of knowledge

Key areas of knowledge include:

- what data is used in your area of practice?;

- compilation and use of data relevant to your pathway;
- methods of collection and storage, e.g. IT;
- Data Protection Act (in the UK);
- Freedom of Information Act (in the UK, for public sector particularly); and
- how to ensure confidentiality.

Consider the following questions and what should be included in answering them.

How do you ensure that you comply with data protection legislation?

You should consider issues such as only keeping information you really need, making sure
people know you?ve got it and why, not passing on personal information, holding informati
n securely, limiting access to information, keeping up to date information and deleting a
y information you have no more need for.

What data do you use in your work and how do you manage this?

Consider any data you collect such as financial figures, valuation figures, contact details, etc.
and be able to explain how you ensure this complies with the legislation.

Page 4.
Copyright 2017 isurv