ISO 27001:2022 Clause 7.5

Explaining ISO 27001 2022 Clause 7.5 Documented information

Clause 7.5 of ISO 27001 outlines the requirements for managing documented information within your Information Security Management System (ISMS). It ensures that essential information is available, properly maintained, updated, and controlled to support ISMS effectiveness. This clause establishes guidelines for documentation structure, creation, approval, distribution, security, and retention.

Iso 27001 2022 Clause 7.5

Objective of Clause 7.5

The primary objective of Clause 7.5 is to ensure that all critical ISMS documents are created, updated, and controlled systematically. These documents form the foundation of your organization’s ISMS, helping to maintain consistency, transparency, and compliance with ISO 27001 requirements.

Your organization must establish a clear process for documenting policies, procedures, work instructions, and records that demonstrate how security controls are applied and maintained. The documentation should be structured to provide clarity, facilitate audits, and support continuous improvement.

Purpose of Clause 7.5

The purpose of Clause 7.5 is to establish a structured approach to managing ISMS-related documents. Effective documentation helps your organization in several ways:

  • Ensuring Compliance: ISO 27001 certification requires proper documentation of ISMS policies, processes, and controls.
  • Maintaining Consistency: Documentation ensures that security practices are applied uniformly across different departments.
  • Enhancing Accountability: Establishes responsibility for document ownership, review, and approval.
  • Facilitating Audits: Well-maintained documentation simplifies internal and external audits.
  • Supporting Decision-Making: Provides accurate and up-to-date information for making informed security decisions.
  • Minimizing Risks: Ensures proper version control and retention policies to prevent loss, unauthorized access, or outdated information.

Scope of Documented Information

ISO 27001 requires two types of documented information:

1. Mandatory Documentation (Required by ISO 27001)

ISO 27001 explicitly requires several documents, including:

2. Organization-Specific Documentation

Beyond the required documentation, your organization should also create additional documents necessary for the effectiveness of the ISMS. These may include:

  • Internal policies and procedures (e.g., secure coding practices, encryption policies)
  • User guides and training materials to ensure employees understand security protocols
  • Process workflows and diagrams to illustrate how security controls interact
  • Checklists and logs to track compliance and security events

The extent of documented information depends on the size, complexity, and security needs of your organization.

Creating and Updating Documented Information

ISO 27001 mandates that documented information be created and updated systematically to ensure accuracy, relevance, and usability. Your organization must consider the following factors when managing documentation:

1. Identification and Description

Each document must have:

  • A clear title and reference number for easy identification.
  • An author and approver to establish accountability.
  • A version number to track revisions and prevent confusion.
  • A date of creation and last update to ensure the document is current.

2. Format and Media

Your organization should standardize the format and media for documentation:

  • Formats: Documents may be in word processing files, PDFs, spreadsheets, or databases.
  • Media: Digital storage (e.g., cloud platforms, internal document management systems) is preferable, but physical copies may be needed in certain cases.

Using a document management system (DMS) can help streamline documentation processes, making it easier to track updates and control access.

3. Review and Approval

All ISMS-related documents must go through a structured review and approval process:

  • Review Process: Subject matter experts should review documents for accuracy and completeness.
  • Approval Process: Senior management or designated security officers must approve the final version before distribution.
  • Regular Updates: Policies and procedures should be reviewed periodically (e.g., annually) or when major changes occur.

Control of Documented Information

Proper control of documented information ensures security, integrity, and accessibility. Your organization must implement measures for the following:

1. Availability and Accessibility

  • Ensure authorized personnel can access documents when needed.
  • Use centralized repositories for easy retrieval (e.g., SharePoint, intranet, document management systems).

2. Protection and Security

  • Apply access controls to restrict unauthorized modifications or deletions.
  • Implement encryption and secure backups to protect against data loss.

3. Distribution, Storage, and Retention

  • Define access levels for different users (e.g., read-only, edit permissions).
  • Store documents securely, ensuring they remain legible and usable over time.
  • Implement a document retention policy specifying how long records should be kept.

4. Version Control and Change Management

  • Maintain a version history to track updates.
  • Clearly indicate changes and approvals in the document metadata.

Documented Information of External Origin

Your organization may rely on external documents such as regulatory guidelines, supplier agreements, and security frameworks. These documents must be identified, classified, and controlled to ensure they remain relevant.

To manage external documentation effectively:

  • Maintain an inventory of external documents.
  • Define access and control policies for third-party information.
  • Establish procedures for periodic review and updates.

Factors Influencing the Extent of Documented Information

The amount and complexity of documentation required depend on:

  1. Organizational Size: Larger organizations often need more detailed policies and procedures.
  2. Process Complexity: Complex environments require clear documentation to prevent security gaps.
  3. Competence of Personnel: If employees are well-trained, less detailed documentation may be needed.

Relevant Clauses and Controls Related to Clause 7.5

Clause 7.5 is interconnected with several other ISO 27001 requirements:

  • Clause 4.3 (ISMS Scope) – Defines documentation boundaries.
  • Clause 8.1 (Operational Planning and Control) – Ensures processes are documented.
  • Annex A.5.37 (Documented Operating Procedures) – Requires specific security procedures.

Templates to Assist with Clause 7.5

To simplify compliance, your organization can use pre-made templates, including:

Clause 7.4
ISO 27001 overview
Clause 7.5.1