External data processing
External data processing is a common process in most companies. The regulations of §11 BDSG ("Federal Data Protection Act") is the juridical guideline for the useage of external data centers or the maintenance of IT systems by external providers. We provide a sample contract (only available in German, June 2017) for external data processing. Please feel free to use it as a template for your convenience.
As mentioned above, the data is saved and backed-up in a lovation in Frankfurt ensuring the highest security standards. The server rooms are secured via access control that is monitored by security personnel. To guard against theft, each site is located in a secure, protected, hardly visible location, including video surveillance for the outdoor areas and fencing around the perimeter. Monitoring redundant power supplies, fire detection control and suppression measures help to further maximize the security of our servers.
Server monitoring system
To give us an immediate picture of the onOffice server architecture, we implemented a simple, yet effective monitoring solution. The system allows us to monitor the data load on the onOffice servers by visual means of "traffic lights" for each individual server – smart server, web server, mail system and portal system.
Our support team and in-house development team receive an automatic warning alert whenever the color of a server switches to Yellow or Red so that they can commence appropriate counter measures immediately. It might however occur that during the known peak times of real estate data transmission into the portals (Monday mornings and Friday afternoons), the traffic lights switch to Yellow. Any queued jobs will be handled by the system after the transmission is completed.
Green = Server running in normal operation, yellow = waiting times, red = partial or complete failure of the servers. Long waiting times may occur or individual services may not be available at all.