ISO 27001:2022 Clause 7.5.3

Explaining ISO 27001 2022 Clause 7.5.3 Control of documented information

Clause 7.5.3 of ISO 27001 addresses the management of documented information within your Information Security Management System (ISMS). It ensures that documented information is both accessible and appropriately protected to support effective security practices and compliance. This clause emphasizes controls over activities such as document distribution, storage, versioning, retention, and disposal, which are crucial for maintaining the integrity and usability of your ISMS documentation.

Iso 27001 2022 Clause 7.5.3

Objective of Clause 7.5.3

The primary objective of Clause 7.5.3 is to establish strict controls for managing documented information. These controls are essential to ensure that:

  • Documented information is available: It can be accessed when and where required to support operational and security decisions.
  • Documented information is suitable for use: The information is relevant, up-to-date, and clear to meet its intended purpose.
  • Documented information is protected: It is safeguarded from unauthorized access, loss, and corruption to maintain its confidentiality, integrity, and availability.

Purpose of Clause 7.5.3

The purpose of this clause is to provide a framework for effectively controlling documented information throughout its lifecycle. Whether it is internal documents such as policies and procedures or external documents from third parties, Clause 7.5.3 requires that all relevant information is:

  • Accessible to the right people at the right time.
  • Protected from unauthorized changes or misuse.
  • Preserved for future use and securely disposed of when no longer needed.

Activities for Controlling Documented Information

Clause 7.5.3 outlines several key activities that your organization should implement to manage documented information effectively. Here are these activities:

1. Distribution, Access, Retrieval, and Use

To maintain control over documented information, organizations must define who can access, modify, and use documents. This includes:

  • Access Control Policies: Define user roles and permissions based on security classifications (e.g., public, internal, confidential, restricted).
  • Authentication Mechanisms: Use multi-factor authentication (MFA) and role-based access control (RBAC) to secure document access.
  • Audit Trails: Implement tracking and logging for all document modifications, ensuring accountability.
  • Retrieval Processes: Ensure that employees can quickly locate the correct versions of documents via document management systems (DMS).

Without clear control over distribution and access, security-sensitive documents may be misused, leading to data breaches or non-compliance.

2. Storage and Preservation

Your organization must store and preserve documented information in a way that ensures security, integrity, and usability. This includes:

  • Secure Storage Locations:
    Use encrypted cloud storage or on-premises hardened servers for digital documents.
    Implement fire-resistant safes or restricted-access archives for physical documents.

  • Preservation of Legibility:
    Use standardized file formats (e.g., PDF/A) to prevent formatting issues over time.
    Ensure document indexing so that retrieval remains efficient.

  • Redundancy and Backups:
    Implement regular backups (daily, weekly, monthly) to prevent data loss.
    Use geo-redundant storage to protect against regional disasters.

Failure to ensure proper storage and preservation can result in data corruption, loss of critical information, or compliance failures.

3. Control of Changes (Version Control)

To maintain document integrity, organizations must establish version control mechanisms. This ensures that the most recent and accurate version of a document is always in use.

Best practices for version control include:

  • Unique Document Identifiers: Assign a version number (e.g., v1.0, v1.1) and date to each document.
  • Approval and Review Processes: Implement workflows where document updates require approval from designated authorities.
  • Change Logs: Maintain an audit trail of modifications, including who made the change, when, and why.

Example: A Policy Document (v1.0) is reviewed annually. If updates are made, it is reissued as v1.1, with the previous version archived for reference.

Without version control, employees may use outdated or incorrect policies, leading to security vulnerabilities or audit failures.

4. Retention and Disposition

Your organization must define how long documents should be retained and establish secure disposal methods.

  • Retention Schedules:
    Legal, financial, and compliance records may require long-term retention (5-10 years).
    Operational records may have shorter retention periods (6-12 months).

  • Secure Disposal:
    Physical Documents: Use cross-cut shredding or incineration.
    Digital Documents: Implement cryptographic erasure or secure wipe methods to prevent data recovery.

Failing to manage retention and disposal properly can result in unnecessary data exposure, storage inefficiencies, and legal liabilities.

5. Control of External Documented Information

Your ISMS may require external documents from vendors, partners, regulatory bodies, or consultants. These must be controlled to ensure accuracy and security.

Best practices include:

  • Identification and Labeling: Clearly categorize external documents within the document management system.
  • Access Control: Restrict modifications of external documents to authorized personnel.
  • Periodic Review: Verify that external documents remain current and relevant.

Without controlling external documents, your organization risks relying on outdated or incorrect information that may impact security decisions.

Related Clauses and Controls

Clause 7.5.3 ties closely to several other parts of ISO 27001. These include:

  • Clause 7.5.1: General requirements for documented information, which emphasizes the need for documentation in supporting the ISMS.
  • Clause 7.5.2: Guidelines for creating and updating documented information, focusing on clarity, consistency, and format.
  • Annex A.5.1: Related to information security policies, ensuring alignment between documentation and organizational goals.
  • Annex A.5.35: Information security reviews that require up-to-date and accessible documentation.

Templates to Assist with Clause 7.5.3

Your organization can simplify compliance with Clause 7.5.3 by using pre-designed templates that ensure standardization and efficiency. Templates you may find helpful include:

  • Document Control Policy Template: This template outlines how your organization manages document distribution, access, and changes.
  • Document Register Template: A tool to track document locations, versions, and approvals systematically.
  • External Document Control Template: Designed to help you manage documentation received from third parties, ensuring it is integrated effectively into your ISMS.

Summary

Clause 7.5.3 of ISO 27001 ensures effective control of documented information to support security governance, compliance, and operational efficiency.

Implementing clear access controls, proper storage, version control, and retention policies, your organization can protect critical security documentation from unauthorized changes and ensure compliance with ISO 27001.

Clause 7.5.2
ISO 27001 overview
Clause 8.1