Clause 7.5.3 of the internationally recognized ISO 27001 standard covers best practices for maintaining control of your organization’s documented information. By implementing an effective document management system, you can help ensure your company stays compliant while also protecting your sensitive data.
In this post, we’ll break down everything you need to know about Clause 7.5.3 in ISO 27001. Furthermore, we’ll explore how startups, small businesses, SaaS companies, and fully remote teams can put these document control guidelines into practice.
🗄️ Understanding the Purpose of Clause 7.5.3
Clause 7.5.3 falls under Section 7 – Support in the ISO 27001 guidelines, which covers various resource-related controls to implement, maintain, and improve the ISMS.
📌 Scope of Clause 7.5.3: Controlling Documented Information
Specifically, Clause 7.5.3 deals with the control of documented information – all the records, documents, and data an organization requires to operate their ISMS. Some examples of this information include:
✔️ Information security policies and procedures ✔️ Network topology diagrams ✔️ Risk assessment reports ✔️ Incident response plans
✔️ Physical security controls ✔️ And more
Therefore, controlling access to and safeguarding these ISO 27001 documents is crucial for effective information security management.
🎯 Key Objectives of Clause 7.5.3
The main objectives outlined in Clause 7.5.3 aim to ensure documented information is:
🔐 Available and suitable for use when and where it is needed 🗝️ Adequately protected from unauthorized access or modification
🔁 Subject to controlled distribution, access, storage, and retention
Consequently, achieving these goals provides assurance that documentation remains accurate, protected, and accessible only to authorized individuals. With this in mind, let’s explore how to put these information controls into practice.
✏️ Implementing Key Elements for Controlling Documented Information
To control their ISO 27001 documented information, Clause 7.5.3 specifies six key elements organizations should implement:
1. Define Clear Access & Usage Policies
- Classify docs and specify read/edit/delete permissions for each access level to determine access needs
- Provide access on a need-to-know basis, only if required for someone’s job duties
2. Safeguard Against Unauthorized Exposure
- Use read/edit password protection and encryption where applicable to enable strong protection
- Leverage access control lists to limit documents to only authorized personnel
3. Manage Distribution & Transmission
- Control distribution by limiting who receives copies and not sharing widely if not required
- Encrypt docs and utilize secure channels for transmission while ensuring safe transfer methods
4. Establish Storage & Retention Rules
- Maintain accessibility by keeping secure backups so documents remain available if originals are lost/damaged
- Set up proper archiving by moving old documents to secure archives after retention period expires
5. Track Changes & Versions
- Implement robust version control by maintaining a change history and distinguishing document versions
- Follow clear update processes, reviewing and approving changes before documents are reissued
6. Plan Retention & Disposal
- Define minimum retention periods to keep documents for as long as legally, contractually or business required
- Establish destruction procedures to securely destroy docs after retention period ends
Extensive? Yes. However, it’s also essential.
After all, robust control over documented information is imperative for ISO 27001 compliance and safeguarding your company’s sensitive information. As a result, investing time and resources into getting it right pays off in the long run.
🛡️ Protecting Documentation in Remote Work Environments
For companies with highly distributed teams, working across multiple locations and devices can introduce additional risks when managing sensitive documents. Yet, with the right systems and training in place, you can maintain security and ISO 27001 alignment.
Consider implementing these key tips:
- Maintain documented security policies that cover remote system access, acceptable devices, malware prevention, company data access on personal devices, and other issues unique to distributed teams
- Employ strict access controls on documentation storage platforms by leveraging role-based permissions, multi-factor authentication, and user activity monitoring
- Train remote staff on secure data and document handling protocols tailored specifically to remote environments
- Use security tools and software designed for remote work environments, such as virtual desktops, secure file sharing platforms, rights management controls, remote device management, etc.
👩💻 Moreover, encourage adoption among remote staff by providing user-friendly security tools rather than risky workarounds
📝 Tips for Startups & Small Businesses
Are you just getting started on your ISO 27001 journey? If so, check out these 4 key document management tips:
🔏 Store documentation securely in the cloud by leveraging established SaaS platforms designed for access control, encryption, permissions, etc. rather than local storage or consumer-grade apps
🗂️ Improve findability with clear document naming conventions, organized storage hierarchies, and metadata tagging
📅 Set calendar reminders for document review deadlines to prompt timely policy updates
🤝 Accelerate creation of core ISO 27001 documentation like risk assessment reports, incident response plans, and security policies by leaning on templates and expert guidance
Although following ISO 27001 guidelines may seem daunting early on, taking a methodical approach to document management will pay long-term dividends for your information security. As such, it’s worth making it a priority from day one.
🏁 Key Takeaways
- Clause 7.5.3 in ISO 27001 sets strict standards for controlling access to and safeguarding documented information.
- Startups, SMBs, remote teams, and SaaS companies must implement robust access controls, storage protections, change tracking, and retention rules to align with the standard.
- Organizations can reap benefits like sustained compliance, improved security posture, and reduced risk of unauthorized exposure by following best practice document control procedures.
💬 FAQ
Q: What are some common documents my organisation will need to control under an ISO 27001 ISMS?
A: Information security policies and procedures, network diagrams, asset inventories, risk assessment reports, incident response plans, encryption protocols, vulnerability scan reports, access control lists, physical security controls, and security awareness training materials are some common documents that require control under ISO 27001.
Q: Who should have access to ISO 27001 documents within an organization?
A: It’s essential to align access to ISO 27001 documents with job duties and grant it on a need-to-know basis. While some documentation may be available company-wide (like security awareness training), sensitive information should be protected via access controls for specific roles like InfoSec, IT, HR, legal/compliance, and key leadership stakeholders.
Q: What systems can help organizations control documents aligned with ISO 27001 Clause 7.5.3?
A: Organizations can use various technology solutions to securely store, manage, control access, track changes, and retain ISO 27001 documents. These include document management platforms with access permissions, file hosting solutions with version histories, Enterprise Content Management (ECM) systems, cloud storage with RBAC, and Managed Security Service Providers (MSSPs).
Q: How often should ISO 27001 documents my company review and update?
A: The ISO 27001 standard requires organizations to keep documents “suitable for use.” While the exact review frequency will depend on the nature of each document, annual reviews are generally considered a best practice for core infosec policies, response plans, controls via risk assessment reviews, etc. Additionally, ad hoc reviews should be conducted if major system or responsibility changes occur internally.