Data security is a key concern for surveyors looking to adopt mobile surveying software; so how do building surveyors ensure their data is safe when using mobile technology
If you are using mobile technology to collect and manage your data and produce surveys such as condition assessments, dilapidations and valuations, you must know where and how your data is being stored to ensure it is safe and the process is compliant with your PI insurance policy.
Data extracted with mobile technology goes ‘in to the Cloud’ where it is stored.
But data in the cloud should also be backed up to secure storage vaults.
Most RICS approved PI insurance policies will not cover loss of documents that are stored on a computer system unless those documents are duplicated on at least a daily basis, with the intention that the duplicate can be used to restore the documents in the event of loss or damage.
Data and documents must be backed up as well as saved in the cloud. For added peace of mind, backup data should be replicated between geographically diverse data centre facilities.
Not all mobile tech providers back-up your data, so this is something you should consider.
Kykloud data is backed up in a number of UK based “G-Cloud” and ISO27001 accredited data centres.
Only defined users should have access to the data and all information related to user access to data should be encrypted by “SSL”, which guarantees that only authorized people can retrieve your data.
Data will then sit there permanently and will never be deleted unless instructed to do so, which in terms of compliance and Professional Indemnity insurance is better protection than any handwritten document that may have once been produced on site.
You should always check the status of data ownership and IP as some software providers own the data, which may prevent you from meeting the contractual and confidentiality conditions set by your clients.