VJC Chapter 24 Data Management

Chapter 24 Data Management Content 1 Data Lifecycle 2 Data Privacy 3 Data Integrity 4 Threats to data 5 Methods to protect data 5.1 Data backup 5.2 Data archive 5.3 Restricting access 5.4 Version Control 5.5 Validation and Verification 5.6 Disaster recovery 5.7 Data encryption 5.8 Data Erasure 6 Governance of personal data 6.1 Personal Data 6.2 PDPA 6.3 Data Protection Obligations Annex 1 - Do Not Call Registry Syllabus Learning Outcomes 3.3 Databases and Data Management Understand, create and use SQL and NoSQL databases, as well as understand techniques to protect the privacy and integrity of data. 3.3.9 Understand the need for privacy and integrity of data. 3.3.10 Describe methods to protect data. 3.3.11 Explain the difference between backup and archive. 3.3.12 Describe the need for version control and naming convention. 3.3.13 Explain how data in Singapore is protected under the Personal Data Protection Act to govern the collection, use and disclosure of personal data. 1 Data Lifecycle In computer science, data is information coded and structured for subsequent processing. It is any sequence of one or more symbols. Data requires interpretation to become information. In computers, data is stored digitally, i.e.

data is represented using the binary number system of ones and zeros, instead of analogue representation. This allows us to use the computer to process the data. The data life cycle refers to the entire period of time that data exists in the system. This life cycle encompasses all the stages that the data goes through, from its creation to its eventual disposal, encompassing the entire lifespan of data within an organisation or system. 2 Data Privacy Data privacy is the requirement for data to be accessed by, or disclosed to, authorised users only. In other words, it is about keeping data private rather than allowing it to be available in the public domain. The term may be applied to both individuals and organisations. It is important that unauthorised people do not have access to data they are not supposed to have. Unfortunately, in today’s digitised society, it is easier than ever to gather a person’s data and use it to obtain valuable insights, track his/her movements, or commit fraud. For instance, data on which websites you visit often can reveal which products you are more likely to purchase as a shopper. This information can be highly valuable to an advertiser or a company. As more services become available online, the risk of fraudulent use of data increases. For instance, with a photo of your identity card, a person can impersonate you and register for a new phone line on a telco website. Previously, such a transaction would have required the person to personally register over the counter with a physical identity card. As technology becomes increasingly powerful, machines can gather information on a person easily, like performing facial recognition on surveillance videos to track down the whereabouts of an individual in a particular area. Organisations also not only have to restrict access to data that is private to them, such as their management meeting minutes, but they are also responsible under privacy protection legislation to protect the data that they collect from individuals. 3 Data Integrity Data integrity refers to the accuracy and validity of data. Data integrity covers data in storage, during processing, and while in transit. Data integrity can be compromised in several ways and at different stages during data processing. ● Errors on input – Data that is keyed in may be wrongly transcribed. A batch of transaction data could go astray, or be keyed in twice by mistake.

● Errors in operating procedures – An update program could for example be run twice in error and quantities on a master file would then be updated twice. ● Program errors – These could lead to corruption of files; a new system may have errors in it that will not surface for some time, or errors may be introduced during program maintenance. ● Viruses – Files can be corrupted or deleted if disk becomes infected with a virus. ● Transmission errors – Interference or noise in a communications link may cause bits to be wrongly received. Each time data is replicated or transferred, it should remain intact and unaltered between updates. Error-checking methods and validation procedures are typically relied on to ensure the integrity of data that is transferred or reproduced without the intention of alteration. 4 Threats to data ● Lapses in users' behaviour Users may not be careful when dealing with data. This includes making errors in data entry, using weak passwords, or revealing password/OTP to others. Case study: ● https://www.straitstimes.com/singapore/courts-crime/2278m-lost-to-top-10-scams -in-first-half-of-2022-as-overall-crime-rises-by-36 ● Mismanagement by multiple users Multiple users working on the same file may accidentally overwrite each other’s data, causing data to be inaccurate or invalid. ● Natural disasters Natural disasters can destroy the computer system and/or storage device physically. ● Unauthorised intrusion into the system If the system is vulnerable to hackers, data may be corrupted or lost. Other cyberattacks such as virus, worms and trojan are equally damaging to the system and its data. Case studies: ● https://www.straitstimes.com/singapore/personal-info-of-15m-singhealth-patients including-pm-lee-stolen-in-singapores-most ● https://en.wikipedia.org/wiki/WannaCry_ransomware_attack ● https://www.wired.com/story/confessions-marcus-hutchins-hacker-who-saved-the -internet/ ● Malicious software Malicious software entering the computer system will cause harm to a system and the data stored in the system.

5 Methods to protect data 5.1 Data backup Modern storage equipment usually provides built-in disk clustering and redundancy in the event data in the primary storage is lost or corrupted. Users can also duplicate data or do a data backup. Data backup involves creating copies of data and storing them separately. It is intended to be used as a safety precaution or prevention against unexpected loss of data due to unintended data corruption or errors such as disk drive failing, files accidentally being deleted, or a data center going offline during a catastrophic event. A backup is typically a short-term solution and may be performed on a regular basis (e.g., daily, weekly) to ensure that data is up to date and readily available in case of a data loss event. 5.2 Data archive Archiving data involves storing data that is not actively used but kept for historical references or audit