When designing an Information Security Management System (ISMS), while there is no single universally prescribed file structure, it is essential to follow best practices to ensure the system is well-organised, easy to navigate, and compliant with standards like ISO 27001. A clear file structure with the root folder, named ISMS, helps in managing and maintaining relevant policies, procedures, and documentation, making it easier to ensure compliance and facilitate audits.
Within this root folder, you can create several subfolders based on the key elements of the ISMS. For instance, a Policies subfolder will contain high-level documents, such as the Information Security Policy, Risk Management Policy, Acceptable Use Policy, and Incident Response Policy. Another key subfolder is Standards, where documents like Access Control Standards, Encryption Standards, and Network Security Standards should be stored.
A Procedures subfolder should be created to house detailed step-by-step instructions for specific processes within the ISMS. This might include Incident Response Procedures, Data Handling Procedures, Access Control Procedures, and Change Management Procedures. These are critical for guiding day-to-day activities and ensuring consistency across the organisation.
Another important subfolder is Risk Management, where you will store documents related to risk assessment and treatment. This includes Risk Assessment Reports, Risk Treatment Plans, and Risk Registers. Similarly, a Compliance folder should be dedicated to legal and regulatory documentation, such as Compliance Checklists, Audit Reports, and any External Audit Records.
For employee-related materials, a Training and Awareness folder is necessary. It should contain documents such as Training Plans, Training Materials, Employee Awareness Programs, and Training Attendance Logs. The Incident Management folder would include all records related to security incidents, such as Incident Reports, Incident Logs, and Post-Incident Analysis documents.
Other critical subfolders include Monitoring and Audit, where you'll keep Audit Schedules, Audit Findings, and System Logs, and Continuous Improvement, which will store documents like Corrective Action Plans and Management Review Reports. These subfolders will support the ongoing assessment and refinement of the ISMS.
To ensure the system remains organised and up-to-date, a version control system should be used for all documents. Naming conventions should be consistent across all files—for example, including the document type and date (e.g., "2024-05-01_Risk_Assessment_Report_v1") to make searching and identifying documents easier. Regular backups of the ISMS documentation are essential, and retention policies should ensure that critical documents are kept for the required duration, especially for audit purposes.
By organising the ISMS documentation into a clear root folder with specific subfolders for policies, procedures, risk management, compliance, training, and other components, the structure becomes easy to follow, ensuring that the ISMS is effectively managed and accessible.