Optizio Policy Documents

Optizio Endpoint Patch Management Policy

Introduction

This Patch Management Policy defines how Optizio keeps third-party (non-operating-system) software on endpoint systems up to date with vendor security patches. It exists because unpatched client-side applications, particularly those that render content from the internet, are a primary route to endpoint compromise.

Operating system patching is covered by section 8 of the Information Security Policy. Patching of application dependencies and server-side infrastructure is covered by the SDLC Policy.

Scope

This policy applies to all endpoint systems used to access Optizio systems, source code, or customer data, including laptops and workstations operated by employees and contractors. Optizio operates a small, remote-first estate of individually managed devices across Windows, macOS, and Linux. There is no on-premise managed client fleet.

1. Risk-Based Scope and Software Tiers

Optizio does not maintain an exhaustive item-by-item inventory of every package installed on every endpoint. Software is instead scoped into two tiers by exposure, and controls differ by tier.

Tier 1 — individually tracked. Software that renders, parses, or executes untrusted content originating from the internet, or that terminates a network connection. This is the software that attackers realistically target, and each item is verified by name and version at every review.

Tier 1 category	Examples
Web browsers	Google Chrome, Mozilla Firefox, Microsoft Edge, Safari
PDF readers	Adobe Acrobat Reader, or the operating system’s native viewer
Email and calendar clients	Desktop mail clients, where used in place of webmail
Messaging and conferencing	Slack, Zoom, Microsoft Teams
Password managers	Browser extensions and desktop applications
Endpoint protection	Microsoft Defender, or equivalent anti-malware
Archive and compression utilities	7-Zip, WinRAR, The Unarchiver
Office and document suites	Microsoft 365 applications, LibreOffice
Code editors and IDEs	Visual Studio Code and similar, which open untrusted repositories and extensions
Container and VM runtimes	Docker Desktop, where used to run third-party images
VPN and remote access clients	Any client used to reach Optizio or customer systems

Tier 2 — managed at class level. All other software, including command-line utilities, developer tooling, language runtimes, and libraries installed through a package manager. Tier 2 software is not enumerated individually. It is required to be either self-updating or installed through a package manager, and is updated in bulk on the cadence defined in section 5.

2. Approved and Prohibited Software

• Software may only be installed on endpoints where it serves a legitimate business purpose.
• Software is obtained only from the vendor’s official distribution channel, an operating system app store, or a reputable package manager. Third-party download aggregators are not permitted.
• Software that has reached end of life, or is no longer receiving vendor security updates, must not be installed and is removed when identified.
• Adobe Flash Player is prohibited. It reached end of life on 31 December 2020 and is not installed on any Optizio endpoint.
• Oracle Java Runtime Environment is not part of the standard endpoint build. It is not installed unless a documented business need exists, and any such installation is handled under the exception process in section 7.

3. Automatic Updates as the Primary Control

Automatic updating is the default and primary patch mechanism for all endpoint software.

• Vendor automatic updates must be enabled for all Tier 1 and Tier 2 software, on the vendor’s stable release channel. Personnel must not disable them.
• Where an operating system app store or package manager can deliver the software, it is installed through that channel so that updates are centrally applied rather than managed per application.
• Browsers are the highest-priority case. Browser updates frequently require a relaunch to take effect, so personnel must fully restart their browsers at least weekly, and immediately when a pending-update indicator is shown, so that downloaded patches are actually applied.
• Because Optizio does not currently operate centralised device management, enforcement is by configuration standard rather than by technical policy push. Compliance is confirmed at the verification review defined in section 6, which is the compensating control for the absence of centralised enforcement.

4. Vulnerability Monitoring

• Vendor security advisories, release notes, and update channels are monitored for all Tier 1 software.
• The CISA Known Exploited Vulnerabilities (KEV) catalogue is monitored for entries affecting software in use at Optizio. A KEV listing escalates remediation to the highest priority regardless of the vendor’s own severity rating.
• Where a vendor publishes a CVSS score, it is used to assign the remediation timeline in section 5. Where none is published, severity is assessed internally based on exploitability and exposure.

5. Remediation Timelines

Timelines are measured from the vendor’s publication of a fix.

Severity	Target
Actively exploited (CISA KEV listed, or public working exploit)	Immediately, and no later than 72 hours
Critical (CVSS 9.0–10.0)	Within 72 hours
High (CVSS 7.0–8.9)	Within 7 days
Medium (CVSS 4.0–6.9)	Within 30 days
Low (CVSS 0.1–3.9)	Within 30 days, or the next routine update cycle
Tier 2 bulk update cycle	Monthly

Where a patch cannot be applied within the target window, the software is removed, or its use is suspended, until a fix is available. If neither is possible, an exception is raised under section 7.

6. Verification and Evidence

• Each endpoint’s third-party software inventory is reviewed at least monthly, and immediately following any emergency patch, to confirm that updates have in fact been applied.
• The review is performed using the endpoint inventory script maintained in Optizio’s internal policy repository, which reports installed versions, pending updates, the status of each Tier 1 category, and the presence of any prohibited software.
• The script output is retained as the evidence record for a minimum of 12 months, together with the reviewer’s name, the review date, and any remediation actions taken.
• Evidence records are stored in Optizio’s internal document store. They must not be committed to this repository or to any other public location, because they disclose the exact software versions in use and would assist an attacker in reconnaissance.
• Any endpoint found running unsupported or unpatched Tier 1 software is remediated before it is next used for work involving customer data or production systems.

7. Exceptions

• Any deviation from this policy, including retention of an unpatched or end-of-life application for compatibility reasons, requires documented approval from management before the deviation begins.
• Each exception must record the business justification, the compensating controls applied, the accepted risk, the responsible owner, and an expiry date.
• Open exceptions are reviewed at least quarterly and are closed as soon as the underlying need ends.

8. Endpoint Separation from Production

Endpoint patching is one layer of defence rather than the primary protection for customer data.

• No customer data is stored on endpoint systems. Optizio applications run on Shopify and Cloudflare infrastructure, and customer data resides in managed cloud services.
• Access to production systems requires multi-factor authentication and is granted on a least-privilege basis, as set out in the Information Security Policy.
• Compromise of an endpoint therefore does not by itself grant access to production data.

9. Roles and Responsibilities

• Management: Approves this policy and any exceptions, and ensures the monthly review is carried out.
• IT/Admin: Runs the inventory review, applies or verifies patches, monitors advisories and the KEV catalogue, and retains evidence records.
• All personnel: Keep automatic updates enabled, restart applications when updates are pending, install software only from approved sources, and report any software that cannot be updated.

10. Policy Review

This policy is reviewed annually, or upon significant changes to the endpoint estate, business operations, or the threat landscape. Adoption of centralised device management would trigger a review of sections 3 and 6.

Updates are communicated to all relevant staff and stakeholders.