ISO 22301 Clause 7.5.3 Control of Documented Information

ISO 22301 Clause 7.5.3 Control of documented information outlines the requirements for controlling the documents and records related to the business continuity management system. This clause states that organizations must develop procedures to appropriately maintain all documents and records.

Organizations must ensure that papers are reviewed and approved before being issued and kept up to date. Additionally, organizations must ensure that documents are accessible to those who need them and that obsolete documents are disposed of appropriately. This clause also outlines the requirements for controlling the distribution of documents and records, as well as the requirements for maintaining the confidentiality of documents and records.

Definition Control of Documented Information

ISO 22301 is a standard for business continuity management systems (BCMS). Clause 7.5.3 of ISO 22301 refers to the control of documented information, an essential component of an effective BCMS. In this clause, the organization must establish, implement, and maintain procedures for controlling all documented information related to the BCMS. This includes documents and records that support the planning, implementation, and monitoring of the BCMS. 

The organization should ensure that documented information is appropriately identified, reviewed, approved, and controlled for distribution. This can involve document control procedures, such as version control, distribution lists, and document retention policies, to ensure that documented information remains current and is available to those who need it.

Additionally, the organization must protect documented information from unauthorized access, use, or disclosure and ensure that it is available and accessible when needed. This can involve information security controls, such as access controls, backup procedures, and disaster recovery plans. The purpose of clause 7.5.3 is to ensure that documented information related to the BCMS is adequately controlled, protected, and maintained so that it can be relied upon to support the effective implementation of the BCMS and the organization's overall business continuity objectives.

How to get started with Control of documented information.

Getting started with ISO 22301 Clause 7.5.3 Control of documented information involves several key steps. Here are some general guidelines to help you get started:

• Review the standard: Before you can effectively implement the requirements of Clause 7.5.3, you should have a good understanding of the entire ISO 22301 standard. This will help you identify the specific needs for controlling documented information and how they fit into the overall BCMS.
• Identify the documented information: Review all the written data related to the BCMS, including policies, procedures, plans, and records. Identify the different types of documented information and how they are used within the BCMS.
• Develop document control procedures: Develop procedures for the creation, review, approval, distribution, and retention of documented information. These procedures should include document formatting, version control, and record retention guidelines.
• Establish access controls: Determine who should have access to each type of documented information and establish appropriate access controls to ensure that only authorised individuals can access the information.
• Implement security controls: Implement security controls to protect the documented information from unauthorised access, use, or disclosure. This may include physical security controls, information security controls, and disaster recovery procedures.
• Monitor and review: Regularly review the documented information and the document control procedures to ensure they remain practical and up to date. Make updates as necessary based on changes in the BCMS or other relevant factors.

Implementing ISO 22301 Clause 7.5.3 requires a comprehensive document control and information security approach. By carefully reviewing the standard, identifying the written information, and implementing appropriate controls, you can establish a robust system for controlling documented information that supports the effectiveness of your BCMS.

Types in Control of documented information

ISO 22301:2019, the international standard for Business Continuity Management, clause 7.5.3 requires an organization to control its documented information. According to this clause, the types of written communication that an organization needs to maintain are as follows:

• Business continuity management system: (BCMS) documentation includes the documented policies, procedures, and processes that describe how the organization manages its business continuity program.
• Records: This includes any document or data that provides evidence of the organization's business continuity performance or the effectiveness of the BCMS.
• Documentation from external sources: This includes any external documents or information that the organization needs to manage its business continuity, such as regulatory requirements, industry standards, or contracts.
• Communications: This includes any documented information the organization uses to communicate with its stakeholders about its business continuity program.
• Information security documentation: This includes any documented information related.

How to understand the Control of documented information

ISO 22301 Clause 7.5.3 Control of documented information is a critical requirement within the standard. It outlines the procedures and controls necessary to ensure that all written data related to the BCMS is adequately controlled, protected, and maintained. Here are some tips for understanding and implementing Clause 7.5.3:

• Read the standard carefully: Review the entire ISO 22301 standard, including Clause 7.5.3. This will help you understand the specific requirements for controlling documented information and how they fit into the overall BCMS.
• Identify the types of documented information: Identify all written data related to the BCMS, including policies, procedures, plans, and records. Understand the purpose of each type of document and how they are used within the BCMS.
• Develop document control procedures: Develop procedures for the creation, review, approval, distribution, and retention of documented information. These procedures should include document formatting, version control, and record retention guidelines.
• Establish access controls: Determine who should have access to each type of documented information and establish appropriate access controls to ensure that only authorised individuals can access the information.
• Implement security controls: Implement security controls to protect the documented information from unauthorised access, use, or disclosure. This may include physical security controls, information security controls, and disaster recovery procedures.
• Monitor and review: Regularly review the documented information and the document control procedures to ensure they remain practical and up to date. Make updates as necessary based on changes in the BCMS or other relevant factors.
• Seek guidance: If you need clarification on any aspect of implementing Clause 7.5.3, seek advice from a qualified consultant or industry expert. They can help you understand the requirements and advise on effectively implementing them within your organization.

Understanding and implementing Clause 7.5.3 requires a comprehensive document control and information security approach. By carefully reviewing the standard, identifying the written information, and implementing appropriate controls, you can establish a robust system for controlling documented information that supports the effectiveness of your BCMS.

What are the benefits of Controlling the documented information?

Implementing ISO 22301 Clause 7.5.3 Control of Documented Information offers several benefits to an organization, including:

• Improved information security: Implementing controls for the control of documented information can help improve information security within the organization. The organization can better protect sensitive information from unauthorised access, use, and disclosure by establishing access controls and security authorise disaster recovery procedures.
• Consistency and standardisation: Establishing document control procedures and guidelines can help ensure consistency and standardisation in the creation, review, approval, and distribution of documented information. This can help ensure that all stakeholders have access to the same information and that the data is accurate and up-to-date.
• Compliance: Compliance with ISO 22301 Clause 7.5.3 can help the organization meet regulatory and legal requirements for controlling documented information. This can help avoid penalties, fines, and legal consequences related to non-compliance.
• Effective incident response: Effective communication and document control can help the organization respond more effectively to incidents and disruptions to the BCMS. By ensuring that all stakeholders have access to the latest versions of relevant documents and procedures, the organization can respond more quickly and effectively to incidents, minimising their impact.
• Improved efficiency: Establishing clear document control procedures can help improve efficiency within the organization. By streamlining the creation, review, approval, and distribution of documented information, the organization can save time and resources, allowing staff to focus on other critical aspects of the BCMS.

Implementing ISO 22301 Clause 7.5.3 can help an organization establish a more robust and effective BCMS, improving information security, compliance, incident response, efficiency, and standardization.

Conclusion

In conclusion, ISO 22301 Clause 7.5.3 Control of documented information is a critical requirement within the standard that outlines the procedures and controls necessary to ensure that all written data related to the BCMS is adequately controlled, protected, and maintained. Organizations can improve information security, consistency and standardization, compliance, incident response, and efficiency by implementing appropriate controls for creating, reviewing, approving, distributing, and retaining documented information.

Implementing Clause 7.5.3 requires a comprehensive approach to demonstrate power and information security, including establishing access controls, security controls, and disaster recovery procedures and regularly monitoring and reviewing documented information and document control procedures. In addition, compliance with ISO 22301 Clause 7.5.3 can help an organization meet regulatory and legal requirements related to the control of documented information and avoid penalties, fines, and legal consequences related to non-compliance.