Site Records - Structure

Each site supported by GEN maintains a dedicated set of records, stored in a structured folder hierarchy at GEN. These site records are essential for support, deployment, and ongoing management activities. There is one site record per client site, and they are maintained centrally to ensure consistency, accuracy, and easy access for the support team.

The site records folder structure is as follows:

1. SITE_BUILDS
   • Contains: All configuration files required to build and deploy systems across servers, platforms, and endpoints. Used during deployment to define correct environment setups.
   • Structure: Operating system definition files (e.g., windows10.txt, ubuntu2204.txt). Specific build definition files (e.g., xserverbuild.txt) that reference OS definition files.
   • Purpose: Used by the deployment team to configure new systems. Ensures all builds follow standardised, documented configurations.
   • Example Use Case: When a request is made to build an x server, the SITE_BUILDS folder is consulted to retrieve the correct configuration files and deployment steps.
2. SITE_DOCUMENTS
   • Contains: Critical configuration and reference information specific to the site.
   • Key Files:
     • credentials.txt: Login credentials for systems, applications, and services (e.g., admin accounts, API keys).
     • clarifications.txt: Explains site-specific details such as custom workflows, exceptions, or business rules.
     • domains.txt: Lists all domains associated with the site (e.g., example.com, mail.example.com).
     • email.txt: Details email configurations including SMTP settings, mail servers, and forwarding rules.
     • vpn.txt: Contains VPN connection details, including server addresses, authentication methods, and access policies.
   • Purpose: Provides essential information for troubleshooting, configuration changes, and onboarding.
   • Security Note: This folder is protected and only accessible to authorised GEN staff. Do not share or expose these files externally.
3. SITE_HANDOVER
   • Contains: Documentation provided by the previous service provider (if applicable).
   • Includes: Handover reports, configuration summaries, contact lists, known issues or pending tasks.
   • Purpose: Ensures a smooth transition from the previous provider. Helps the GEN team understand legacy systems and potential risks.
   • Note: If no previous provider exists, this folder may be empty.
4. SITE_INFRASTRUCTURE
   • Contains: Technical documentation related to the site’s network and infrastructure.
   • Files:
     • network-map.txt: A text-based map of the network, listing:
       • Hostnames
       • IP addresses (private and public)
       • Device types (e.g., router, firewall, server)
       • Purposes (e.g., “DMZ web server”, “internal file server”)
     • firewall.txt: Details firewall rules, including:
       • SNATs (Source Network Address Translation)
       • NATs (Network Address Translation)
       • Port redirections
       • Access restrictions
     • public.txt: Lists public IP addresses and the services they host (e.g., 203.0.113.10:80 → webserver).
5. SITE_NOTICES
   • For: Client consumption. Often a mirror of the Portal’s MyFiles section.
   • Contains: Security alerts, service disruption notices, mitigation plans (e.g., for known vulnerabilities), compliance updates or concerns.
6. SITE_SURVEY
   • Populated if: A site survey was completed for the site.
   • Includes: Images of the site layout, floor plans, wiring diagrams, photographs of equipment locations.
   • Structure: Subfolders for each area (e.g., server-room, office, data-closet).
   • Purpose: Supports planning for new installations, cabling, or infrastructure changes. Helps the team understand physical constraints and requirements.

How to Access Site Records

Site records are not directly accessible via the public portal. They are maintained internally by GEN and accessed only by authorised support staff, but can be shared with clients via a HTTPS system with authentication if requested. 

Summary

Each site record is a centralised, structured repository of information that supports deployment, support, and ongoing management.

Best Practice: Keep all files up to date. If you make changes to your environment, ensure the relevant site record files are updated promptly.

For further assistance, contact your Account Manager or raise a ticket via the HelpDesk.