runbook init

Infrastructure/Admin_Guide.md

@@ -39,3 +39,32 @@ MYSQL_USER=nextcloud
 
 NEXTCLOUD_ADMIN_USER=admin
 NEXTCLOUD_ADMIN_PASSWORD=DesI$8w9ad_4
+
+## User Accounts
+admin
+Death0fP@n
+
+Ken Schaefer
+
+
+
+Gregg Williams
+gw@gaussianwellworks.com
+2qj2ky6q
+bra=o5ABr!
+
+Ruud Weijermars
+rw@gaussianwellworks.com
+q9v81x0r
+C9E#ut=PEf
+
+Khaled Raeeini
+kr@guassianwellworks.com
+n59fejcr
+zeQu3eF7&k
+
+Lisa Jack
+lj@gaussianwellworks.com
+8v3wtbfn
+t9proM8fI+
+

Runbooks/System Admin Runbook.md

@@ -0,0 +1,584 @@
+# Fractional Insight CIO  
+## Operational Runbook — Daily & Weekly Administration  
+### DigitalOcean / Docker / Nextcloud / Fastmail Pilot Environment
+
+---
+
+# 1. Purpose
+
+This operational runbook defines the recurring administrative tasks required to safely operate and maintain the client pilot environment hosted on DigitalOcean infrastructure using:
+
+- Nextcloud
+- Fastmail
+- Docker containers
+- Linux server administration
+- Reverse proxy / SSL management
+- Backup and recovery validation
+- Security and compliance oversight
+
+The goal of this runbook is to:
+
+- Reduce operational risk
+- Reduce exposure to liability
+- Detect security incidents early
+- Ensure recoverability of client data
+- Maintain stable uptime and user access
+- Establish evidence of reasonable administrative diligence
+
+This document assumes:
+- Remote users
+- No internal IT staff
+- Small pilot deployment
+- Shared responsibility model between consultant and client
+- MFA enforcement in both Fastmail and Nextcloud
+
+---
+
+# 2. Operational Philosophy
+
+The environment should be treated as:
+
+- A business collaboration platform
+- A controlled data environment
+- A security-sensitive system
+- A system requiring documented administrative oversight
+
+Because the platform contains:
+- Client communications
+- Potential confidential documents
+- Shared file repositories
+- User credentials
+- Internet-exposed services
+
+…administration must prioritize:
+
+1. Security first
+2. Recoverability second
+3. Stability third
+4. Convenience last
+
+---
+
+# 3. Daily Operational Tasks
+
+---
+
+## 3.1 Morning Health Check
+
+### Frequency
+Daily (business days)
+
+### Estimated Time
+10–15 minutes
+
+### Objective
+Confirm that all core systems are operational before users begin work.
+
+### Tasks
+
+#### Infrastructure
+- Verify droplet online in DigitalOcean
+- Verify CPU/RAM/disk usage within normal thresholds
+- Verify disk utilization below 80%
+- Verify Docker daemon operational
+
+#### Services
+- Verify Nextcloud web login functional
+- Verify Fastmail operational status
+- Verify SSL certificates valid
+- Verify reverse proxy routing functional
+
+#### Containers
+Check:
+- Nextcloud container
+- Database container
+- Redis container
+- Reverse proxy container
+
+Example:
+```bash
+docker ps
+```
+
+#### External Access Test
+Validate:
+- HTTPS access
+- File upload/download
+- Login functionality
+
+#### Email
+Send/receive test email through Fastmail test account.
+
+### Deliverable
+- Daily operational log entry
+
+---
+
+## 3.2 Security Event Review
+
+### Frequency
+Daily
+
+### Estimated Time
+10 minutes
+
+### Objective
+Identify suspicious activity before escalation.
+
+### Tasks
+
+#### Review:
+- Failed login attempts
+- MFA failures
+- New device logins
+- Suspicious IP addresses
+- Excessive upload activity
+- Unexpected admin actions
+
+#### Check:
+- Nextcloud security warnings
+- Linux auth logs
+- Docker errors
+- Reverse proxy logs
+
+Example:
+```bash
+sudo journalctl -p 3 -xb
+```
+
+### Escalation Triggers
+Immediate escalation if:
+- Multiple failed admin logins
+- MFA bypass suspicion
+- Unknown admin account
+- Malware/ransomware indicators
+- Unexpected outbound traffic
+
+### Deliverable
+- Security review noted in operational log
+
+---
+
+## 3.3 Backup Verification
+
+### Frequency
+Daily
+
+### Estimated Time
+5–10 minutes
+
+### Objective
+Verify backups completed successfully.
+
+### Tasks
+
+#### Verify:
+- Scheduled backup job completed
+- Backup storage reachable
+- Backup size reasonable
+- No corruption warnings
+- Snapshot success in DigitalOcean
+
+#### Validate:
+- Latest backup timestamp
+- Database dump presence
+- File archive generation
+
+### Important
+A backup that has not been validated should be treated as nonexistent.
+
+### Deliverable
+- Backup verification entry in operational log
+
+---
+
+## 3.4 User Administration Review
+
+### Frequency
+Daily
+
+### Estimated Time
+5–10 minutes
+
+### Objective
+Ensure user/account integrity.
+
+### Tasks
+
+#### Review:
+- New user requests
+- Disabled users
+- Terminated personnel
+- Permission changes
+- Shared folder permissions
+- Public links
+
+#### Verify:
+- No orphaned admin accounts
+- MFA enabled for all admins
+- Least-privilege principles maintained
+
+### High-Risk Areas
+- Shared folders with external access
+- Public upload links
+- Administrative delegation
+
+### Deliverable
+- Access review note
+
+---
+
+## 3.5 Incident Queue Review
+
+### Frequency
+Daily
+
+### Estimated Time
+5–15 minutes
+
+### Objective
+Identify unresolved operational or security issues.
+
+### Tasks
+
+Review:
+- User tickets
+- Error reports
+- Sync failures
+- Email delivery issues
+- Storage complaints
+- Permission problems
+
+### Deliverable
+- Updated incident tracking
+
+---
+
+# 4. Weekly Operational Tasks
+
+---
+
+## 4.1 Operating System Updates
+
+### Frequency
+Weekly
+
+### Estimated Time
+30–60 minutes
+
+### Objective
+Maintain security posture and system stability.
+
+### Tasks
+
+#### Linux Updates
+```bash
+sudo apt update
+sudo apt upgrade
+```
+
+#### Docker
+- Update container images
+- Rebuild containers if necessary
+- Remove unused images
+
+#### Validate:
+- Nextcloud functionality after updates
+- Database connectivity
+- Reverse proxy operation
+
+### Important
+Do NOT apply major-version upgrades during business hours.
+
+### Deliverable
+- Patch log
+- Change log entry
+
+---
+
+## 4.2 Nextcloud Maintenance Review
+
+### Frequency
+Weekly
+
+### Estimated Time
+20–30 minutes
+
+### Tasks
+
+#### Review:
+- Security warnings
+- Integrity check results
+- App updates
+- Background jobs
+- Storage consumption
+
+#### Validate:
+- Cron jobs functioning
+- File scanning healthy
+- No database corruption warnings
+
+#### Execute
+```bash
+docker exec -it nextcloud-app php occ status
+```
+
+### Deliverable
+- Weekly maintenance report
+
+---
+
+## 4.3 Backup Restore Test
+
+### Frequency
+Weekly
+
+### Estimated Time
+30–60 minutes
+
+### Objective
+Prove recoverability.
+
+### Tasks
+
+Restore:
+- Single file
+- Database dump
+- User folder sample
+
+### Verify:
+- File integrity
+- Permissions
+- Recovery speed
+
+### Critical Principle
+If restore testing is not performed, liability exposure increases substantially.
+
+### Deliverable
+- Restore validation report
+
+---
+
+## 4.4 Security Audit Review
+
+### Frequency
+Weekly
+
+### Estimated Time
+30 minutes
+
+### Tasks
+
+#### Review:
+- Admin accounts
+- Group memberships
+- External shares
+- Public links
+- Expired accounts
+- MFA compliance
+
+#### Validate:
+- SSL certificate expiration dates
+- Firewall rules
+- SSH access
+- Root login disabled
+- Fail2Ban status (if implemented)
+
+### Deliverable
+- Weekly security audit checklist
+
+---
+
+## 4.5 Capacity and Performance Review
+
+### Frequency
+Weekly
+
+### Estimated Time
+20–30 minutes
+
+### Tasks
+
+#### Analyze:
+- Storage growth
+- User growth
+- Bandwidth usage
+- CPU/RAM trends
+- Database size growth
+
+#### Evaluate:
+- Need for droplet resize
+- Need for archive policies
+- Need for retention changes
+
+### Deliverable
+- Capacity trend notes
+
+---
+
+## 4.6 Documentation and Change Log
+
+### Frequency
+Weekly
+
+### Estimated Time
+15–20 minutes
+
+### Objective
+Maintain defensible operational records.
+
+### Tasks
+
+Document:
+- Changes made
+- Accounts added/removed
+- Incidents
+- Security events
+- Backup issues
+- Maintenance performed
+
+### Important
+Operational documentation is part of liability protection.
+
+If a breach occurs, documented operational diligence matters significantly.
+
+### Deliverable
+- Weekly operational summary
+
+---
+
+# 5. Monthly Administrative Tasks
+
+---
+
+## 5.1 Full Disaster Recovery Exercise
+
+### Estimated Time
+2–4 hours
+
+### Tasks
+Simulate:
+- Server loss
+- Container rebuild
+- Restore from backup
+- DNS validation
+- SSL restoration
+
+---
+
+## 5.2 User Access Certification
+
+### Estimated Time
+30–60 minutes
+
+### Tasks
+Review with client:
+- Active users
+- Admin privileges
+- External sharing
+- Terminated employees
+
+---
+
+## 5.3 Security Policy Review
+
+### Estimated Time
+30 minutes
+
+### Tasks
+Review:
+- MFA compliance
+- Password standards
+- Administrative access
+- Training completion
+
+---
+
+# 6. Estimated Operational Effort
+
+| Activity | Estimated Time |
+|---|---|
+| Daily Operations | 35–60 min/day |
+| Weekly Maintenance | 2–4 hrs/week |
+| Monthly DR/Security | 3–6 hrs/month |
+
+---
+
+# 7. Recommended Retainer Guidance
+
+For a pilot of this size:
+
+| Service Level | Estimated Monthly Hours |
+|---|---|
+| Minimal Reactive Support | 8–10 hrs |
+| Recommended Operational Support | 15–20 hrs |
+| Security-Conscious Managed Support | 25–35 hrs |
+
+Given the recent discussions around:
+- liability
+- data protection
+- backup validation
+- MFA enforcement
+- user training
+- documented diligence
+
+…the “Recommended Operational Support” tier is likely the minimum responsible posture.
+
+---
+
+# 8. Key Risk Areas to Monitor
+
+The largest liability exposure areas are:
+
+## Administrative Misconfiguration
+- Incorrect sharing permissions
+- Public links
+- Excessive admin rights
+
+## Backup Failure
+- Silent backup corruption
+- Unverified restores
+
+## Credential Compromise
+- Weak passwords
+- MFA disabled
+- Phishing
+
+## Delayed Patching
+- Unpatched Nextcloud vulnerabilities
+- Docker/container CVEs
+- Linux exploits
+
+## User Behavior
+- Unsafe uploads
+- Credential reuse
+- Local machine compromise
+
+## Lack of Documentation
+- No operational evidence
+- No audit trail
+- Undefined responsibilities
+
+---
+
+# 9. Strong Recommendations
+
+## Require:
+- MFA for all users
+- Mandatory admin training
+- Signed acceptable use/security acknowledgment
+- Principle of least privilege
+
+## Strongly Recommended:
+- Centralized logging
+- Automated monitoring alerts
+- Offsite backups
+- Written incident response plan
+- Cyber liability / E&O insurance
+
+## Avoid:
+- Shared admin accounts
+- Permanent public links
+- Unrestricted upload folders
+- Direct root SSH access
+- Unmanaged personal devices for administrators

Training Guides/How to use Nextcloud webapp.md

@@ -67,18 +67,18 @@ If your organization enforces security policies, you may be automatically logged
 
 If you ever receive an error such as “invalid credentials,” carefully re-enter your username and password. If the issue persists, use the password reset option or contact support.
 
-1.6 Accessing Nextcloud from Other Devices (Overview)
+### 1.6 Accessing Nextcloud from Other Devices (Overview)
 
 While this guide focuses on web access, it is important to understand that Nextcloud is not limited to your browser.
 
 You may also access your files through:
 
-A desktop sync application installed on your computer
+- A desktop sync application installed on your computer
-A mobile app on your phone or tablet
+- A mobile app on your phone or tablet
 
 These options allow you to work with files more seamlessly, but for initial setup and training, the web interface is the standard starting point.
 
-1.7 Common First-Time Issues and How to Respond
+### 1.7 Common First-Time Issues and How to Respond
 
 It is normal to encounter minor issues during your first login. Below are common scenarios:
 
@@ -93,7 +93,7 @@ These are part of your organization’s security setup—follow the instructions
 
 If you are unsure at any step, pause and reach out to your support contact rather than guessing.
 
-1.8 Key Takeaways
+### 1.8 Key Takeaways
 Nextcloud is your organization’s secure file and collaboration environment.
 Always use the official URL provided to you.
 Your first login establishes your personal security settings.