JAVLN Officetech Security Whitepaper

Ensuring the Integrity and Confidentiality of Your Documents in the Cloud.

1. Introduction

In today's dynamic digital landscape, the security of sensitive information is paramount. As organisations increasingly leverage cloud solutions for critical business functions like document management, understanding the underlying security architecture becomes essential. This whitepaper provides a comprehensive overview of the security measures and principles underpinning JAVLN Officetech, our cloud-based document management solution. 

Our aim is to provide clarity and assurance regarding how your valuable data is protected, managed, and maintained within the Azure cloud environment, aligning with key industry compliance standards. 

2. JAVLN Officetech hosted in Azure

JAVLN Officetech is built upon Microsoft Azure's robust Platform-as-a-Service (PaaS) infrastructure. This architectural choice allows us to leverage Azure's inherent security capabilities and global scale, ensuring a highly available and secure environment for your document management needs. While these are multi-tenant services by design, it is crucial to understand that all client environments within Azure are logically isolated from one another, providing a secure separation of data and applications. 

3. Core JAVLN Security Principles

Our approach to cloud security is founded on these key principles: 

• Shared Responsibility Model: Security in the cloud is a shared responsibility between Microsoft Azure as the cloud provider and JAVLN as the service provider. Microsoft is responsible for the security of the cloud (e.g., physical security of data centres, underlying infrastructure), while JAVLN is responsible for security in the cloud (e.g., application security, data encryption configuration, access controls within the application). 
• Defense in Depth: We implement a multi-layered security strategy to protect your data. This involves deploying various security controls at different levels of the architecture, ensuring that if one control fails, another is in place to prevent a breach. 
• Principle of Least Privilege: Access to systems and data is granted only to those who require it to perform their job functions. This principle minimises the potential damage that can be caused by accidental, negligent, or malicious actions. 
• Security by Design: Security is integrated into every stage of the development lifecycle, from initial design to implementation and ongoing maintenance. This ensures that security considerations are prioritised throughout the process. 
• Regular Security Audits and Assessments: We conduct regular audits, vulnerability scans, and penetration testing to identify and address potential security weaknesses. This proactive approach helps maintain a strong security posture. 
• Continuous Monitoring and Logging: We continuously monitor our systems for suspicious activity and maintain comprehensive logs of all relevant events. This enables us to detect and respond to security incidents quickly and effectively. 

4. Key Security Measures

JAVLN Officetech incorporates a suite of security measures designed to protect your documents throughout their lifecycle: 

• Data Hosting & Physical Security: 
  • All client data for JAVLN Officetech is exclusively hosted within Microsoft Azure data centers. 
  • Azure data centers are engineered with industry-leading physical security controls. These include multi-factor authentication and biometric access controls, 24/7 on-site security personnel, extensive surveillance systems, intrusion detection, and robust perimeter security. These measures significantly reduce the risk of unauthorized physical access to the infrastructure where your data resides. 
  • Furthermore, Azure adheres to some of the most rigorous security and compliance standards globally. Independent audit reports verify Azure's adherence to security controls for ISO 27001, ISO 27018, SOC 1, SOC 2, SOC 3, FedRAMP, HITRUST, MTCS, IRAP, and ENS, demonstrating a commitment to comprehensive security and compliance. 
• Data Redundancy & Availability: 
  • To ensure high availability and durability, client data within Azure are automatically replicated. This means multiple copies of your data are geo-replicated to a secondary region for enhanced data protection. This built-in redundancy protects against hardware failures and localised outages. 
• Backup & Recovery: 
  • Automated Backups: Regular backups of the data are taken automatically, without manual intervention, ensuring consistent data protection. Additionally across our Azure environment point-in-time restore (PITR) capabilities and long term retention (LTR) are configured. Furthermore, monitoring and routine backup checks are in place to ensure the integrity and reliability of our backup and data protection measures. 
  • Recovery Point Objective (RPO): Our Recovery Point Objective (RPO) for critical client data is designed to minimize potential data loss, with a target RPO of 2 hours, ensuring that in the event of a major incident, data recovery points are as recent as possible. 
  • Recovery Time Objective (RTO): Regarding Recovery Time Objective (RTO), please refer to the client contract. RTO is also available as an additional, subscription-based service with defined restoration timeframes upon agreement of costs. 
  • Backup Retention: JAVLN Officetech data retention policy is perpetual, meaning we retain your data in the Azure system until you advise to remove, archive, or extract it. 
  • Disaster Recovery (DR) Plan Testing: Our disaster recovery plans are regularly tested to validate their effectiveness and ensure that recovery objectives (RPO/RTO) can be met. These tests simulate various failure scenarios to refine our response procedures and ensure document availability. 
• Encryption: 
  • Encryption in Transit: All data transmitted to and from JAVLN Officetech, including user interactions, document uploads, and API calls, is encrypted using industry-standard Transport Layer Security (TLS 1.2 or higher). This ensures that data is protected during transmission across networks. 
  • Encryption at Rest: Client data stored within Azure Storage is automatically encrypted at rest. This encryption uses 256-bit Advanced Encryption Standard (AES) encryption, one of the strongest block ciphers available, and is FIPS 140-2 compliant. Azure SQL Databases also utilise Transparent Data Encryption (TDE) to encrypt data files, backups, and transaction log files at rest. These encryption measures provide an additional layer of robust protection for your documents when they are stored. 
• Access Control: 
  • Role-Based Access Control (RBAC): Access to the JAVLN Officetech infrastructure is strictly managed through Azure's Role-Based Access Control (RBAC), adhering to the principle of least privilege. This ensures that personnel only have the minimum necessary permissions required to perform their duties. 
  • Application-Level Access Controls: Within JAVLN Officetech itself, granular access controls are implemented to manage user permissions for viewing, editing, and managing documents. Cabinet access is restricted on roles and access levels ensuring confidential data is restricted and users cannot breach the security for access. This ensures that only authorised users can access specific content, reinforcing data confidentiality. The Audit Trail logs all changes to user roles and access levels, ensuring accountability and traceability of modifications.
• Data Isolation: 
  • JAVLN Officetech ensures logical isolation of client data. While shared Azure infrastructure is leveraged for efficiency, sophisticated security mechanisms and logical boundaries prevents unauthorised access between different client environments. Your data and documents are logically separated and secure. 
• Vulnerability Management: 
  • We maintain a proactive vulnerability management program, including regular security patching of all underlying infrastructure and application components. This extends to continuous vulnerability scanning, penetration testing, and adherence to a Secure Development Lifecycle (SDLC) for any custom code, ensuring the ongoing security of the document management platform. 
• Content Integrity & Audit Trails (Document Management Specific): 
  • Document Versioning: JAVLN Officetech includes robust document versioning capabilities, allowing for tracking of changes, restoration to previous versions, and maintaining a complete version history for each document. 
  • Audit Trails: Comprehensive audit trails are maintained for all user and document activities, including creation, modification, viewing, deletion, and access attempts. These logs provide an immutable record for accountability and forensic analysis. 
  • Data Integrity Checks: Mechanisms are in place to ensure the integrity of stored documents, detecting and preventing unauthorised. 
• Threat Detection & Monitoring: 
  • Azure provides extensive logging and monitoring capabilities, including Azure Monitor, and Microsoft Defender for Cloud with Cloud Security Posture Management (CSPM). JAVLN leverages these tools to continuously monitor for suspicious activities, security events, and potential threats across the platform, enabling rapid detection and response. 
• Incident Response: 
  • JAVLN has a defined Incident Response Plan in place to effectively manage and respond to any security incidents. This plan includes procedures for detection, analysis, containment, eradication, recovery, and post-incident review, ensuring minimal impact on document availability and confidentiality. 

5. Compliance & Certifications

JAVLN is committed to maintaining high standards of security and compliance and this 

includes: 

• SOC 2 (Type 2): Demonstrates controls relevant to security, availability, processing integrity, confidentiality, and privacy. 
• Microsoft Cloud Security Benchmark (MCSB): Adherence to Microsoft's prescriptive guidance for securing Azure workloads, aligning with industry best practices and common compliance frameworks. 

These certifications provide independent assurance of the robust security controls implemented by JAVLN. 

6. Conclusion

At JAVLN, the security of your data is our highest priority. By leveraging the advanced security capabilities of Microsoft Azure, implementing stringent internal controls, and adhering to industry best practices and compliance, we provide a secure and reliable cloud-based document management solution. We are dedicated to continuously enhancing our security posture to protect your valuable data and ensure business continuity.

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