In the context of NIST (National Institute of Standards and Technology), ISO 27001 (International Organization for Standardization), and other Information Security Management System (ISMS) or cybersecurity standards, a procedure is a formal and documented set of instructions that outlines how specific tasks or activities related to information security are to be carried out within an organization. These procedures are an integral part of an organization's overall ISMS or cybersecurity framework and are designed to ensure consistency, compliance, and security in various processes and operations.
Key characteristics of procedures within the context of these standards include:
Documentation: Procedures must be documented clearly and comprehensively. This documentation can be in the form of written documents, flowcharts, diagrams, or other suitable formats, depending on the organization's preference and the specific standard's requirements.
Specificity: Procedures are highly specific and detail-oriented. They provide step-by-step instructions for performing a particular task or process, leaving little room for interpretation or ambiguity.
Compliance: Procedures are designed to ensure compliance with the organization's information security policies, as well as with relevant laws, regulations, and industry standards. They help in maintaining a consistent and standardized approach to security.
Consistency: Procedures promote consistency in how tasks are executed. This consistency is crucial for reducing the risk of errors, vulnerabilities, and security incidents.
Accountability: Procedures often assign responsibilities and roles to individuals or teams, making it clear who is responsible for each step of the process. This ensures accountability in the event of security incidents or non-compliance.
Maintenance and Review: Procedures should be periodically reviewed and updated to reflect changes in the organization's security environment, technology, or regulations. Regular maintenance helps ensure the continued effectiveness of the procedures.
Examples of procedures in the context of ISMS and cybersecurity standards might include incident response procedures, access control procedures, encryption procedures, data backup and recovery procedures, and many others. These procedures play a critical role in helping organizations manage and mitigate risks to their information security and ensure the confidentiality, integrity, and availability of sensitive data and systems
How to write a PROCEDURE
Writing a procedure involves creating a clear and detailed document that outlines the steps to be followed when performing a specific task or process within an organization. Here's a general guide on how to write a procedure:
Define the Purpose and Scope: Start by clearly defining the purpose of the procedure. What specific task or process does it cover? Identify the scope of the procedure to ensure that it addresses only the relevant aspects.
Identify the Target Audience: Determine who will be using the procedure. This will help you tailor the language and level of detail to the intended audience's needs and knowledge.
Gather Information: Collect all the necessary information about the task or process. This may involve interviewing subject matter experts, reviewing existing documentation, and conducting research.
Outline the Steps: Break down the task or process into a series of sequential steps. Each step should be clear, concise, and easy to understand. Use action verbs to describe what needs to be done at each step.
Include Necessary Details: Provide all relevant information, including inputs, outputs, tools or equipment required, and any specific conditions or considerations that need to be taken into account.
Use a Consistent Format: Create a standardized format for your procedures. This might include headings, subheadings, numbering or bullet points, and any specific terminology or symbols. Consistency makes procedures easier to follow.
Provide Visual Aids (if applicable): For complex procedures or those involving physical tasks, consider using diagrams, flowcharts, photographs, or illustrations to supplement the text. Visual aids can enhance understanding.
Use Clear Language: Write in plain and simple language. Avoid jargon or technical terms that the intended audience may not understand. If technical terms are necessary, provide explanations or a glossary.
Include Warnings and Precautions: Highlight any potential hazards or risks associated with the task or process. Clearly specify safety precautions that need to be taken.
Assign Responsibility: Clearly state who is responsible for each step of the procedure. This ensures accountability.
Review and Test: Review the procedure for accuracy and completeness. Test it by having someone follow the steps to ensure it produces the desired results.
Seek Feedback: Share the procedure with relevant stakeholders and subject matter experts for feedback. Incorporate their suggestions to improve the document.
Approvals and Version Control: Establish an approval process for the procedure, and maintain version control. Ensure that the document is regularly reviewed and updated as needed.
Document References: Include any references or citations that support the procedure, such as relevant policies, standards, or regulations.
Document Distribution: Determine how the procedure will be distributed within the organization. This could be through a document management system, an intranet, or printed copies.
Training and Implementation: Ensure that relevant personnel are trained on the procedure and understand how to follow it.
Periodic Review: Schedule regular reviews to ensure the procedure remains up-to-date and effective.
Remember that the level of detail and complexity in a procedure can vary depending on the specific task or process it covers. The goal is to create a document that is comprehensive, easy to follow, and helps ensure consistency and compliance within the organization.
Example
Let's create a detailed example of a procedure for a common process, such as "Password Reset" within an organization's IT system. This procedure outlines the steps to be followed when a user forgets their password and needs to reset it.
Procedure: Password Reset
Purpose: This procedure is designed to guide IT personnel and users on the steps to reset a forgotten password in the organization's IT system.
Scope: This procedure applies to all employees and authorized users who have an account in the organization's IT system.
Target Audience: IT personnel responsible for assisting with password resets and end-users who need to reset their passwords.
Procedure Steps:
1. User Request for Password Reset:
The user contacts the IT Help Desk or IT Support through a designated channel (phone, email, or online portal) to request a password reset.
2. Verification of User Identity:
The IT personnel (Help Desk) verifies the user's identity through a two-factor authentication process. This may include asking security questions, verifying the user's identity card, or using another method defined in the organization's security policy.
3. Temporary Password Generation:
If the user's identity is verified successfully, the IT personnel generates a temporary password for the user. This temporary password is typically a combination of random characters and must be strong and complex.
4. Communicate Temporary Password:
The IT personnel communicates the temporary password to the user through a secure channel. It is essential to ensure that the temporary password is delivered securely and not shared over unsecured communication methods.
5. User Login with Temporary Password:
The user logs in to the organization's IT system using the provided temporary password.
6. Change Password:
Upon successful login, the user is prompted to change their temporary password. They are required to create a new password following the organization's password policy, which includes minimum length, character complexity, and expiry date.
7. Password Update Confirmation:
After updating the password, the user receives a confirmation message or notification that the password change was successful.
8. User Guidance:
The IT personnel provides guidance to the user, emphasizing the importance of keeping their new password secure and not sharing it with others. They may also recommend using a password manager.
9. Documentation:
The IT personnel documents the password reset request, verification steps, and the temporary password generation in the organization's incident or service request tracking system.
10. Review and Audit: - The IT department conducts periodic reviews and audits to ensure the effectiveness of the password reset process, including the security of temporary passwords and the efficiency of the identity verification process.
11. Record Keeping: - Records related to password resets, including user requests and temporary passwords, are stored securely and retained according to the organization's data retention policy.
12. Training and Awareness: - IT personnel and end-users receive training on this password reset procedure and the organization's password policies.
13. Approval and Version Control: - This procedure is reviewed and approved annually by the IT department, and any updates or revisions are documented.
References: This procedure is aligned with the organization's Password Policy and IT Security Policy.
Distribution: This procedure is made available on the organization's intranet and shared with IT personnel and end-users who may need to perform or request password resets.
This detailed procedure provides a step-by-step guide for both IT personnel and end-users, ensuring that password resets are conducted securely and in compliance with the organization's security policies. It also includes elements like identity verification, temporary password generation, and documentation for accountability and auditing purposes