Due to heightened regulatory compliance requirements and cyber-attacks against organizations, audits have become a necessary means of demonstrating security maturity and compliance. Organizations must be able to demonstrate to prospective customers, regulatory bodies, certification organizations, and their own internal evaluations that they are implementing and maintaining adequate security controls.
Security documentation is essential to providing valid evidence of the security-related processes, policies, controls, and procedures used by the organization to show compliance, alleviate audit anxiety, and improve overall governance.
The security documentation provides a way to document or record how an organization has structured its cybersecurity initiative by documenting its implementation, operations, maintenance, and update of security controls across different periods of time.
When conducting independent reviews of the organization's security program, auditors will not just review if the organization has established the proper security technology; they will also verify if the organization has documented and consistently followed all processes related to the security of technology as well as if the organization has met all regulations or industry standards that pertain to information security. Without adequate documentation, auditors may find it very challenging to support a conclusion regarding the validity of an organization's security controls.
As part of most compliance frameworks, companies must have ample amounts of written records regarding the performance and maintenance of their information security policies and the procedures which support them. Auditors usually evaluate records to provide evidence regarding how security controls are established and maintained (establishing the appropriate function, regulatory compliance), how risks are assessed and mitigated, and how incidents are managed.
Properly maintained documentation demonstrates accountability and establishes an impression of confidence that security practices are effective throughout the organization.
One of the most prevalent obstacles for companies when completing an audit is their ability to obtain the evidence they need. Outdated company policies, unreliably documented transactions, and missing records all contribute to the lengthy timeframes often associated with completing an audit.
Well-organized and current records and documents enable organizations to quickly provide auditors with the documentation they need. Therefore, a significant reduction in preparation time occurs; the amount of time that auditors spend interrupting the company during the audit decreases; and the overall efficiency of the process is increased.
Security documents have more value than just assisting in the audit process - they also enhance the success of the security function. By documenting procedures that outline which processes and which employees have responsibility for performing specific functions related to the security operation, they promote consistency as employees manage risks, respond to incidents, and apply security controls to the entire organization.
In addition, clearly defined documents help close the workflow gaps among security and business functions and offer opportunities for improved decision-making.
Documentation should be kept by organizations on the following areas of security: policies, procedures for granting access, risk assessment, incident and breach response, remediation of vulnerabilities, security awareness and training programs, system configuration standards.
In addition, records of audit findings related to security reviews, monitoring activities, remediation efforts, and compliance assessments can provide valuable evidence in support of ongoing security management and can demonstrate your organization’s continuous commitment to and efforts in keeping its systems secure.
Documentation should be viewed as an ongoing effort; with continuous changes in technology, business processes and regulations, documentation needs to be reviewed and updated regularly.
Failure to maintain updated documentation may result in compliance issues and demonstrate a lack of effective governance during an audit. Ongoing maintenance helps ensure the documentation accurately describes an organization's current security posture.
Prior to entering into a business relationship with your company, customers, partners, or investors want to conduct a security audit. Being able to demonstrate that you have thorough, documented policies confirm professionalism and transparency, while also demonstrating that you are committed to maintaining the security of the private data you handle.
If an organization is able to quickly provide evidence of their security control systems, it puts them at an advantage over their competitors by establishing trust with potential customers and providing reassurance concerning the risk associated with cyber-attacks.
Security documentation is a critical element of audit readiness, providing evidence of compliance, assisting in risk management and demonstrating to stakeholders that your organization is effectively implementing its cybersecurity program.
By keeping accurate, complete, and current documentation, an organization will ease its audit burden, increase its governance, and elevate its overall security maturity.