Understanding Clause 7.5: Documented Information

Understanding the Standard's Mandate

Clause 7.5 boils down to two critical components:

1. Documented information required by ISO 27001
2. Documented information deemed necessary by the organisation for effective Information Security Management System (ISMS) operation.

Part 1) is relatively straightforward. The standard specifies mandatory documentation, which is identified within relevant clauses, including any records or results that the organisation must retain.

Part 2), however, opens the door to complexity. It requires organisations to determine the level of documentation based on their unique needs, considering factors like staff size and process intricacies. This necessitates a robust Statement of Applicability (SoA), determining applicable controls from Annex A, shaping the documentation landscape for an effective ISMS.

Crafting Effective Documentation

When creating or updating documentation, ISO 27001 expects three fundamental elements:

1. Clear description and identifier (e.g., title, reference number).
2. Format appropriateness for the audience (e.g., language, media).
3. Evidence of regular review and approval for suitability.

To manage this effectively, employing document management tools like SharePoint or a Wiki can provide consistency in format, facilitate electronic stamping, and incorporate review reminders. An electronic documentation library also allows interlinked references, preventing redundancy and adding value during audits.

The final piece involves controlling documented information, ensuring it's available to those who need it while safeguarding its integrity. Controls encompass aspects like storage, alteration, retention periods, and deletion protocols. Classification and permission management also fall under the protection umbrella.

Guiding Takeaways

1. Mandatory Documentation:
   • Ensure all mandatory documentation is in place as specified by the standard.
2. Control Identification:
   • Identify controls applicable to your organisation based on the SoA and Annex A.
3. Fit-for-Purpose Approach:
   • Craft documentation that is fit for purpose and aligns with the reasonable needs of your organisation.
4. Value Addition:
   • Don't create documentation just to comply; make it an asset that adds value to your organisation.

In essence, you want the standard to serve your organisation, not the other way around. If in doubt, the mantra remains – read the standard, read the standard, and read the standard. Remember, effective documentation is a strategic asset, not just a compliance chore.

Provided by DQS

• DQS provides accredited ISO 27001 Certification and ISO 27701 Certification services
• DQS HK provides Privacy Impact Assessment (PIA)
• DQS HK provides  Security Risk Assessment & Audit (SRAA)
• DQS Academy provides ISO 27001:2022 Internal Auditor Training
• DQS Academy provides ISO 27701:2019 PIMS Understanding Training