Document Control Policy Template
Document Control Information
• Document Title: Document Control Policy
• Document Version: 1.0
• Last Updated: [DATE]
• Document Owner: [ROLE/NAME]
• Approved By: [ROLE/NAME]
• Next Review Date: [DATE]
1. Introduction
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1.1 Purpose
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This Document Control Policy establishes [ORGANIZATION NAME]’s approach to
creating, updating, and controlling documented information in accordance with ISO
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27001:2022 requirements. It provides a framework for ensuring that all ISMS
documentation is properly managed throughout its lifecycle.
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1.2 Scope
This policy applies to all documented information required by the ISO 27001:2022
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standard and determined by [ORGANIZATION NAME] as necessary for the
effectiveness of the Information Security Management System (ISMS), including: -
Policies and procedures - Process descriptions - Work instructions - Forms and
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templates - Records and evidence - External documents
1.3 Policy Statement
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[ORGANIZATION NAME] is committed to: - Ensuring all ISMS documentation is
properly identified, formatted, reviewed, and approved - Controlling access to and
distribution of documented information - Protecting documented information from
improper use, loss of integrity, or compromise of confidentiality - Maintaining
documented information in a manner that ensures it is available and suitable for use
when needed
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2. Document Creation and Updating
2.1 Document Identification
All ISMS documents shall be uniquely identified with: - A descriptive title - A
document reference number or identifier - A version number or date - The document
owner or author - The document approver
2.2 Document Format and Structure
ISMS documents shall follow a consistent format and structure that includes: -
Document control information (title, version, date, owner, approver) - Purpose and
scope - References to related documents - Definitions of terms and abbreviations
where necessary - Main content organized in a logical manner - Appendices or
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attachments as needed
2.3 Document Review and Approval
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All ISMS documents shall be: - Reviewed for adequacy and suitability prior to issue -
Approved by authorized personnel before release - Re-reviewed and re-approved
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after updates or changes - Reviewed at planned intervals, at least annually
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2.4 Document Changes and Version Control
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Changes to ISMS documents shall be: - Clearly identified and tracked - Reviewed and
approved by the same functions that performed the original review and approval -
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Accompanied by an updated version number or date - Summarized in a document
change log or history
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3. Document Control
3.1 Document Availability
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[ORGANIZATION NAME] shall ensure that: - Documents are available where and when
needed - Documents are accessible to authorized personnel - Documents are
protected from unauthorized access - Documents are retrievable in a timely manner
3.2 Document Distribution
The distribution of ISMS documents shall be controlled to ensure that: - Only current
versions are available at points of use - Obsolete documents are promptly removed
or protected from unintended use - Documents of external origin are identified and
their distribution controlled
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3.3 Document Storage and Preservation
ISMS documents shall be stored and preserved in a manner that: - Maintains their
legibility and retrievability - Prevents damage, deterioration, or loss - Ensures backup
copies are maintained where appropriate - Allows for recovery in case of disaster or
system failure
3.4 Document Protection
[ORGANIZATION NAME] shall protect ISMS documents from: - Unauthorized changes
or modifications - Unintended alterations or deletions - Unauthorized disclosure or
access - Loss of confidentiality or integrity
3.5 Document Retention and Disposition
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[ORGANIZATION NAME] shall: - Define retention periods for different types of
documents - Ensure documents are retained for the specified period - Securely
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dispose of documents when no longer required - Maintain records of document
disposition where required
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4. Document Types and Classification
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4.1 Document Hierarchy
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[ORGANIZATION NAME] shall maintain a hierarchical structure of ISMS
documentation: - Level 1: Policies (high-level statements of intent and direction) -
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Level 2: Procedures (detailed steps to implement policies) - Level 3: Work instructions
and guidelines (specific instructions for tasks) - Level 4: Forms, templates, and
records (evidence of activities performed)
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4.2 Document Classification
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ISMS documents shall be classified according to their sensitivity and confidentiality
requirements: - Public: Documents that can be freely distributed outside the
organization - Internal: Documents for general use within the organization -
Confidential: Documents with restricted access within the organization - Restricted:
Highly sensitive documents with strictly controlled access
4.3 External Documents
External documents relevant to the ISMS shall be: - Identified and registered in the
document control system - Reviewed for relevance and applicability - Made available
to appropriate personnel - Updated when new versions are released
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5. Document Management System
5.1 Document Repository
[ORGANIZATION NAME] shall maintain a centralized repository for ISMS documents
that: - Provides secure storage for all documents - Enables version control and
change tracking - Facilitates document search and retrieval - Controls access based
on user roles and permissions
5.2 Document Master List
A master list of all ISMS documents shall be maintained, including: - Document title
and identifier - Current version number and date - Document owner and approver -
Review frequency and next review date - Document classification and access
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restrictions
5.3 Document Access Control
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Access to ISMS documents shall be controlled based on: - User roles and
responsibilities - Need-to-know principle - Document classification - Authentication
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and authorization mechanisms
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6. Roles and Responsibilities
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6.1 Document Owner
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• Ensure document content is accurate and up-to-date
• Initiate document reviews and updates
• Approve changes to the document
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• Ensure document users are informed of changes
6.2 Document Controller
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• Maintain the document control system
• Assign document identifiers and version numbers
• Ensure proper formatting and structure
• Distribute documents to authorized users
• Archive obsolete documents
6.3 Document Approver
• Review documents for adequacy and suitability
• Approve documents for release
• Ensure documents align with organizational policies and objectives
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6.4 Document Users
• Use only current versions of documents
• Follow document control procedures
• Suggest improvements or updates when needed
• Report any issues with documents
7. Compliance and Monitoring
7.1 Compliance Verification
[ORGANIZATION NAME] shall verify compliance with this policy through: - Regular
document audits - Management reviews - System access logs and reports - User
feedback and suggestions
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7.2 Performance Metrics
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The effectiveness of document control shall be measured using: - Number of
document control non-conformities - Time taken to approve and publish documents -
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User satisfaction with document availability and usability - Incidents related to
document control issues
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8. Related Documents
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• Information Security Policy
• Records Management Procedure
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• Document Template Guidelines
• Document Change Request Form
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• [LIST OTHER RELEVANT DOCUMENTS]
9. Approval
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This Document Control Policy is approved by:
Name: ________________________ Position: ______________________ Date:
_________________________ Signature: _____________________
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