Technology Platform — Minimum Standards

Minimum Standards
Version: 1.0
Effective: 9 November 2026
Next review: November 2027

About these standards

These are the minimum hardware, software and security standards a client’s environment needs to meet for us to support it fully. They apply to every client with a Managed Services Agreement and sit alongside our General Terms and Conditions (clause 18.5).

Where something doesn’t meet these standards, we’ll still do our best to help. Whether that work is covered by your agreement or charged at the rates in your Rate Schedule is at our discretion, applied reasonably, and we’ll always tell you before we charge. We’ll tell your Primary Contact whenever these standards change.

Where your agreement sets a higher standard for your organisation, your agreement applies.

1. Windows computers — new devices

Applies to any new desktop or laptop we supply, or that you buy yourself for us to support.

2. Existing, reused and client-supplied devices

An existing device stays fully supported while it:

• runs a version of Windows that Microsoft still supports, on a processor Microsoft supports for that version;
• meets the security hardware requirements above;
• is still within the manufacturer’s parts support; and
• has our management and security software installed and working.

Planned replacement is 4 years for laptops and tablets and 5 years for desktops and mini PCs. A device past that age stays supported for as long as it meets the points above. We’ll raise replacement with you at your review, not withdraw support without warning.

Before we take on a reused or client-supplied device, it must be factory reset, removed from any previous organisation’s management, and properly licensed for Windows.

Windows 10 is not supported. Microsoft ended support for it in October 2025.

3. Other devices

• Phones and tablets: iOS / iPadOS or Android on a release still receiving security updates from its manufacturer. Supported for email, Teams and Microsoft 365 apps.
• Mac computers: supported. New Macs should be Apple silicon (M-series) with at least 8 GB of memory and a 256 GB SSD. Existing Macs stay supported while they run a version of macOS that still receives security updates from Apple, have FileVault encryption turned on, and have our management and security software installed and working. The planned replacement ages in section 2 apply to Macs too.
• Servers: a Windows Server version within Microsoft support, on hardware with a current warranty or maintenance arrangement, and covered by a backup we monitor.
• Printers and scanners: must have manufacturer drivers for the current version of Windows.
• Personal devices: not covered unless nominated under clause 19.6 of our Terms and Conditions.

4. Software

• Software must be licensed, and still supported and receiving updates from its vendor.
• Microsoft 365 apps are kept on a supported update channel.
• Browsers: current versions of Microsoft Edge and Google Chrome.
• Your agreement may include an approved software list. Software on it is supported; anything else is handled under section 7 below.

5. Security baseline

These are the controls that keep your systems secure and in line with Cyber Essentials. We set most of them up and maintain them; some depend on you.

• Multi-factor authentication on every Microsoft 365 account, and on any system that can be reached from the internet.
• Our management, patching and endpoint protection software installed on every covered device, and not removed or disabled.
• Day-to-day users don’t have administrator rights on their computers.
• Disk encryption (BitLocker) on all laptops.
• Each device connects to the internet at least once every 12 days, so critical and high-rated patches can be applied within 14 days of release.
• Unsupported operating systems and software are removed or isolated from the network.

6. Network and connectivity

• Firewall or router: business-grade, still receiving firmware and security updates from its manufacturer, with default passwords changed and remote management protected by multi-factor authentication.
• Switches and wireless access points: business-grade and still receiving firmware updates.
• Wi-Fi: WPA2-Enterprise or WPA3 for staff networks, with visitors on a separate guest network.
• Internet connection: a business-grade connection at each office.

7. Where something doesn’t meet these standards

We’ll tell you what falls short and why it matters, and recommend how to fix it. Until it’s resolved:

• we’ll still use reasonable endeavours to help;
• response-time guarantees may not apply to issues caused by that item; and
• whether the work is covered or chargeable is at our discretion, and we’ll tell you before charging.

Where an item puts the security of your wider environment at risk, we may recommend isolating it from the network.

Questions about these standards: hello@sjsystems.co.uk or 01325 628 880.