Infrastructure

Many businesses trust PropertySync to provide a reliable, secure and performant service to store and retrieve title plant information and imagery across multiple locations between thousands of concurrent users. Our service infrastructure has been designed for high availability, redundancy and security.

Architecture

PropertySync is designed with multiple layers of functionality, covering data transfer, encryption, network configuration, and application-level controls, all distributed across a scalable, secure infrastructure.

Our architecture is comprised of the following services which are deployed in geographically redundant data centers using enterprise cloud infrastructure.

Portal - Web Application UI

The PropertySync Portal application is the primary interface for end-users accessing the system to perform plant searches. This application is deployed to multiple geographically diverse endpoints and served via HTTPS at https://portal.propertysync.com.

Application API

The API application layer includes all business logic and related functionality for authenticating users, performing the various searches against plant data, tracking orders and activity of individual and groups of users and retrieving index and imagery information about given documents and other plant resources. The application API is deployed as a service layer exposing several RESTful endpoints for the various functionality required. These endpoints are consumed by the Web application UI, as well as various other helper services for importing and exporting data, searching data, compiling and delivering analytics and a host of other services. Many of these API endpoints are also provided to customers and partners for integration into their own systems and services via our public Developer Api.

Data Storage

The data storage layer for PropertySync houses all of the plant document indexes. This is a hybrid mix of traditional RDBMS data stores, NoSQL style JSON document storage as well as proprietary indexes and storage and retrieval functions. We use binary logging against multiple geographically diverse data storage layers to support point-in-time recovery of all datasets. Additionally full data storage snapshots are retained and rotated to remote locations to ensure full recoverability during a disaster recovery incident.

Image Storage

The image storage layer houses all raw plant imagery in a hierarchical indexed structure related to entries within the data storage layer. Images are delivered via content delivery network (CDN) technology on an as-needed basis. Additional cached copies of images may be stored temporarily by the system during search transactions to support various export formats, backups, reports and image manipulation.

Backup and Data Protection

PropertySync maintains comprehensive backup procedures to protect against data loss and ensure business continuity.

Binary Logging and Point-in-Time Recovery

We use binary logging against multiple geographically diverse data storage layers to support point-in-time recovery of all datasets. This technology allows us to restore data to any specific moment, minimizing potential data loss in the event of an issue.

Automated Backup Procedures

Automated backup processes run continuously to capture both incremental changes and full system snapshots:

• Continuous Replication: Data changes are replicated in real-time across multiple storage locations
• Automated Snapshots: Full data storage snapshots are captured and rotated to remote locations
• Off-Site Storage: Encrypted backup data is stored in geographically separate locations from production systems
• Air-Gapped Copies: Critical backup copies are maintained in air-gapped storage systems, completely isolated from network access, providing protection against ransomware and other network-based threats

Customer-Accessible Backups

Every title plant on the PropertySync system benefits from automatic weekly full snapshots. These snapshots are:

• Automatically Generated: Full plant snapshots are created weekly for every plant without requiring customer action
• Readily Available: Customers can retrieve their plant snapshots on demand for their own backup or disaster recovery purposes
• Comprehensive: Each snapshot includes complete document indexes and imagery for the entire plant

This multi-layered backup strategy ensures that customer data is protected against hardware failures, software issues, natural disasters, and security incidents.

Redundancy and High Availability

PropertySync is designed for maximum reliability through comprehensive redundancy at every level of the infrastructure.

Geographic Distribution

All PropertySync services and data are deployed across multiple geographic regions to protect against regional outages or disasters. This geographic distribution ensures that:

• Regional Redundancy: Complete system capabilities exist in multiple regions, allowing automatic failover if one region becomes unavailable
• Data Replication: All data is continuously replicated across regions, ensuring multiple copies of every document and image exist in geographically diverse locations
• Load Distribution: User requests are automatically distributed across multiple data centers to balance load and optimize performance

Infrastructure Redundancy

Every component of the PropertySync infrastructure is deployed with redundancy:

• Multiple Application Servers: The application API and portal run on multiple servers, so system capacity continues if individual servers fail
• Load Balancing: Incoming requests are automatically distributed across available servers, and failing servers are automatically removed from rotation
• Database Redundancy: Database systems maintain multiple synchronized copies to ensure continuous operation
• Storage Redundancy: Both document indexes and images are stored with multiple copies across different physical storage systems

Automatic Failover

The system continuously monitors all components and automatically redirects traffic away from failed or degraded services:

• Failed servers are detected within seconds and removed from service
• Backup servers automatically assume workload from failed systems
• Data requests are automatically routed to available storage locations
• Geographic failover activates if an entire region becomes unavailable

This architecture ensures PropertySync remains operational even during hardware failures, network issues, or data center problems.

Reliability

We want to ensure that our services are highly available and performant during all hours of business usage by our customers. All of our services are deployed using enterprise-grade cloud infrastructure tools and technologies to provide the highest level of security, performance and redundancy. We strive to provide 99.999% of availability during US business hours and 99.9% of 24/7 availability overall including scheduled service outages within a given month.

Service Monitoring

We use third-party service monitors to track accessibility and latency for our services around the clock. Real-time system health and uptime statistics are publicly available at https://uptime.propertysync.com. This monitoring provides transparency into our service availability and helps us maintain our reliability commitments to customers.

Security

PropertySync is committed to providing a secure environment for our customers to store and retrieve their title plant information and imagery. We have implemented comprehensive security measures across all layers of our infrastructure to protect your data.

Data Encryption

All data within PropertySync is protected by multiple layers of encryption:

Encryption at Rest: Every piece of data stored in our system—including document indexes, images, and metadata—is encrypted using AES-256 encryption. This applies to active databases, backup files, and archived data. Database-level encryption ensures that stored information remains protected even if physical storage media were compromised.

Encryption in Transit: All data transmitted to and from PropertySync uses Transport Layer Security (TLS 1.2 or higher). This includes web browser connections, API communications, and internal data transfers between our services. Encrypted connections prevent interception or tampering of data during transmission.

Backup Encryption: All backup data, whether stored off-site or in air-gapped systems, is encrypted using the same rigorous standards as production data. This ensures your information remains protected throughout its entire lifecycle.

Access Controls

Access to PropertySync is restricted to authorized users only through multiple security layers:

• Multi-Factor Authentication: Available for all user accounts to verify identity beyond simple passwords
• Role-Based Access Control: Granular permissions based on user roles and responsibilities ensure users only access data necessary for their work
• Session Management: Secure session handling with automatic timeout policies
• API Authentication: Token-based authentication for programmatic access with configurable permissions

Network Security

We employ comprehensive network security measures:

• Firewalls: Multiple layers of firewalls protect against unauthorized network access
• Intrusion Detection: Automated systems continuously monitor for suspicious activity and potential threats
• DDoS Protection: Distributed denial-of-service protection shields our services from disruption
• Network Segmentation: Services are isolated in separate network zones based on function and sensitivity

Monitoring and Compliance

• Security Monitoring: Automated alerts for suspicious activity or security events
• Vulnerability Management: Regular security audits and assessments to identify and address potential weaknesses
• Compliance: PropertySync maintains compliance with industry standards and regulations to protect customer data
• Incident Response: Comprehensive procedures for detecting, responding to, and recovering from security incidents

Incident Response

We have incident response tasks outlined to address service availability, security and privacy issues. As part of these procedures our staff is instructed to:

• Respond to alerts of potential issues with availability, security or privacy.
• Determine the importance and severity of the current issue.
• Communicate all findings regarding the current incident and consult with the development and network teams to determine which customers or services might be effected and to determine necessary action items to resolve or address.
• Deliver notifications to any affected customers including any possible pre-determined timeline for resolution and any business related impact which may exist along with possible workaround options.
• Plan and execute resolution options within the required timeline determined by severity of the incident.
• Discuss and document any required prevention measures for future related incidents.

Disaster Recovery

To address information security requirements during a major crisis or disaster impacting PropertySync operations, we maintain a disaster recovery plan. The PropertySync team reviews this plan quarterly and tests selected elements at least annually. Relevant findings are documented and tracked until resolution.

Our Disaster Recovery Plan (DRP) addresses both data loss and availability disasters, which are defined as follows.

• A data loss disaster consists of one or more of the following:
• A complete or permanent loss of a primary data center that stores active searchable plant information including document indexes and/or images.
• Lost ability to communicate or serve data from a data center that stores searchable plant information or document images.
• An availability disaster consists of one or more of the following:
• An outage greater than 10 days
• Lost ability to communicate or serve data from a data center that stores searchable plant information or document images.

We define a Recovery Time Objective (RTO), which is the duration of time and a service level in which business process or service must be restored after a disaster, and a Recovery Point Objective (RPO), which is the maximum tolerable period in which data might be lost from a service disruption. We also measure the Recovery Time Actual (RTA) during Disaster Recovery testing, performed at least annually.

PropertySync incident response, business continuity, and disaster recovery plans are subject to being tested at planned intervals and upon significant organizational or environmental changes. The PropertySync team reviews the results of these tests and exercises and updates the plans as needed.