Information Security Management System (ISMS): OpenKM Configuration and Usage

Information Security Management System (ISMS): OpenKM Configuration and Usage

Written by Ana Canteli on 22 January 2025

Implementing an Information Security Management System (ISMS) is essential to protect an organization's information assets, ensuring confidentiality, integrity, and availability of information. OpenKM, recognized for its robustness in document management, can be configured to meet ISMS requirements, aligning with international standards such as ISO/IEC 27001. This article will guide you step by step in adapting OpenKM as a tool for an ISMS.

Understanding ISMS Requirements

Before implementing OpenKM as an ISMS, it is crucial to understand the pillars of information security:

• Confidentiality: Ensuring that information is accessible only to authorized persons.

• Integrity: Maintaining the accuracy and completeness of information, preventing unauthorized modifications.

• Availability: Ensuring authorized users have access to information when required.

These principles are at the core of the ISO/IEC 27001 standard, which provides a framework for establishing, implementing, maintaining, and improving an ISMS. By doing so, organizations can also mitigate information security risks and protect their most valuable assets.

Installing and Configuring OpenKM

• Secure Deployment: Install OpenKM on a protected server, ensuring proper firewall configurations and IT security measures. OpenKM's installation service is included in all standard proposals.

• Backups: Configure regular backups to ensure business continuity and data protection. In OpenKM Cloud, these backups are included as part of the standard service.

Establishing the Organizational Structure

• Folder Hierarchy: Create a folder structure that reflects the internal organization or ISMS framework, facilitating document management.

Example:

• ISMS Policies

• Procedures

• Risk Assessments

• Incident Reports

• Training Materials

• OpenKM, through OpenKM Academy, offers specialized training courses for administrators, developers, technicians, and end users to ensure a successful implementation across the organization.

• Metadata and Tags: Use metadata and tags to categorize documents, improving search and retrieval. OpenKM's search engine includes keyword searches, categories (tags), and metadata, among other attributes.

Access Control

• User Roles and Permissions:

• Define specific roles (e.g., Administrator, Auditor, Manager, Employee).

• Assign appropriate permissions (read, write, delete) to users and roles at folder and document levels.

• Confidential Documents: Mark sensitive documents as confidential and restrict access to authorized users or roles.

• The Advanced User course, available at OpenKM Academy, provides access to this type of training. We offer free access just by participating in OpenKM webinars.

Document Version Control

• Enable version control to track changes in critical documents, such as security policies and procedures. OpenKM provides audit trails at both document and folder levels.

• Maintain an audit log indicating who made modifications and when. Reports can be automated for any relevant aspect.

Auditing and Monitoring

• Activity Logs: Use OpenKM logs to monitor document access and user activities.

• Periodic Reviews: Conduct internal audits to identify and address anomalies. OpenKM allows controlled access for external auditors without compromising security.

• Notifications: Implement alerts for critical document access or changes. Subscription services allow real-time notifications of content changes.

Risk Management and Mitigation

• Risk Assessments Folder: Establish a dedicated folder to store risk assessments. OpenKM's Task Manager can help improve coordination and collaboration among responsible parties.

• Automated Workflows: Use workflows to automate risk identification processes, approval of treatment plans, and security incident reporting.

Compliance Management

• Compliance Document Storage: Use OpenKM to store documents related to environmental management, GDPR audits, and national security frameworks.

• Audit Workflows: Create workflows for compliance checklists and manage staff training for regulatory compliance.

Integration

• Encryption Tools: Integrate OpenKM with encryption tools to protect sensitive files.

• GRC Software: OpenKM's complete API enables seamless integration with third-party applications, making it an ideal foundation for governance, risk, and compliance management.

Training and Awareness

• Training Materials: Store materials related to risk management and security policies in OpenKM.

• Acceptance Tracking: Use workflows to document employees' acceptance of security policies and track compliance training.

Reporting

• Leverage OpenKM's reporting capabilities to generate insights on document access, security status, and compliance objectives.

Continuous Improvement

• Regularly review and update ISMS documentation in OpenKM to adapt to evolving needs.

• Conduct periodic security risk assessments to identify areas for improvement.

Benefits of Using OpenKM as an ISMS

• Centralized Document Management: Consolidates all documents within a single platform.

• Enhanced Security Controls: Provides advanced tools for information security management.

• Compliance and Scalability: Facilitates internal audits and ensures scalable security measures for organizations of various sizes.

Implementing an ISMS with OpenKM not only helps protect information assets but also ensures compliance with standards such as ISO/IEC 27001, improving the organization's IT security and fostering continuous improvement in management processes.

Many OpenKM clients have already achieved ISO 27001 certification thanks to the implementation of our document management software. Don't wait any longer—contact us today for a personalized online demo!