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Infrastructure Management Procedure

The purpose of this document is to define the controls within dxw’s corporate IT infrastructure which enable the information security policy to be applied.

Scope

The procedure identifies security controls which are the responsibility of the Head of Platform Engineering and their team who manage the IT infrastructure (local and remote).

Procedures and controls which apply to all staff are in the Information Security Manual and Playbook. Procedures and controls relating to the development of software, specifically client websites, are defined in the Playbook.

Technical infrastructure

Scope

dxw’s infrastructure comprises:

Changes #

No components may be added to the infrastructure (i.e. servers, server software, PCs), or configuration details changed, without being approved by a member of the Platform Engineering team. However, users are trusted to use whatever tools they require subject to the Software Policy.

Design and installation policies #

All servers are hosted in secure accommodation provided by various suppliers. Contact details are published on the suppliers’ websites. All servers are covered under a service agreement, which includes all aspects of service e.g. physical security, maintenance and availability.

The overall architecture is designed to provide redundancy and spare capacity sufficient to cope with client requirements. Management systems and client sites are distributed across servers to maximise resilience.

Other than in exceptional circumstances or at the request of a client, all of the infrastructure used to host client sites is located within the UK or Ireland.

Local devices (used by dxw staff) are configured to a standard build which includes:

User access

Industry-standard terminal control facilities are used (Linux, Mac) to deliver a log–in screen when the PC is switched on.

Screens are configured to lock automatically after 10 minutes of inactivity.

Access controls

General

Google Drive is used as a file repository system, Folders/directories are set up as follows:

Development/delivery environments are as follows:

Clients access data on production websites via a control panel, protected by a username and password and available via an https:// encrypted session unless client requirements dictate otherwise.

The Platform Engineering team and other support staff grants access permissions to directories and environments, as well as usernames and passwords, as instructed by the Chief Executive Officer. When specific permissions are changed, the Platform Engineering Team reviews other users’ privileges to check that they are still appropriate to the users’ roles.

Web-based applications may only be accessed if the log-in process uses an encrypted session (https://).

Hosting Networks #

Networks will be protected by firewalls or security groups to only allow expected traffic in. Unless required by clients or by classification of data stored, networks will allow all traffic out.

Staging and Production networks will be separated by security groups and VPCs. Unless using the shared platform client networks for hosting will be separated by the use of different AWS accounts.

Password policy

This is defined in the Password Policy and the infrastructure is designed to implement the policy accordingly.

Critical accounts (e.g. client website control panels) are to be protected against brute force attack - for example, through limiting the number of unsuccessful log-in attempts and/or generating an alert.

Management procedures

Change/configuration management

Workstations and servers are configured so that system updates are applied automatically as soon as they are available.

Backup

Regular backup of software and data is managed by the Platform Engineering Team.  The Platform Engineering team tests the recovery of backups at least once a year.

Where possible backups in cloud storage are encrypted at rest.

Our data backups are documented in Data Backups

Monitoring system access and use #

CloudWatch and Updown.io are used to monitor the server infrastructure. The Platform Engineering team uses the logs to identify any potential problems e.g. availability or system overload.

Clock synchronisation

All clocks are synchronised via an NTP server.

Disposal / reuse of equipment (including media) #

Data is erased from all equipment and media before disposal, using ‘secure wiping’ techniques. Alternatively the equipment is disposed of using a secure destruction facility, approved by the Information Security Manager.

Any media (fixed or exchangeable) is reformatted before re-use by another person, for example if a laptop is allocated to another member of staff.

Technical compliance checking #

The Platform Engineering team arranges for yearly audits to be conducted. Their purpose is to verify that the technical implementations we use enact the policies and controls defined in this document are implemented and effective.

They may use specific tools (e.g. network analysers) or arrange penetration testing to check the effectiveness of control techniques in use. Access to any tools is restricted to administrator-level users.

Last updated: 22 September 2026