ISO 27001 Excel sheet alternative

Do you want to certify your organization for ISO 27001? Then it is crucial to have a well-structured Information Security Management System (ISMS). Many companies often start their project with Excel to create and maintain an overview. And while Excel can be a powerful tool, it also has its drawbacks.

In this article, we will discuss a solid alternative to Excel when managing your ISO 27001 project.

Excel for overview in ISO 27001 certification

It is understandable that organizations use Excel to keep a grip on all aspects of ISO 27001. After all, spreadsheets allow you to record information in a structured way, such as:

• Inventory of information security risks.
• Overview of security measures to be taken.
• Planning and progress of implementation.
• Assigning responsibilities and ownership.
• Registration of incidents and deviations.

The benefits of Excel as an ISMS

ISO 27001 certification is essential for organizations that want to ensure their information security. An Information Security Management System (ISMS) is crucial here. Many companies choose to use Microsoft Excel as a tool for certification processes because it has several advantages.

1. Accessibility

Excel is a widely used program present in almost every organization. Its accessibility makes it easy for teams to enter, share, and analyze data without the need for specific software.

2. Cost-saving

Using Excel can be cost-saving. Organizations do not need to invest additional resources in expensive information security software, which is especially beneficial for smaller companies with limited budgets.

3. Easy reporting

In Excel, you can create simple visualizations and reports of data. With charts and pivot tables, you can quickly understand the information security status.

So Excel does allow you to set up tables and structure the information as you see fit. Nevertheless, Excel is not the most suitable tool for an ISMS. There are several disadvantages to using spreadsheets for this purpose.

Disadvantages of Excel as an ISMS

Although Excel seems like a logical choice at first glance, there are quite a few limitations when it comes to using it for ISO 27001:

1. No central storage and management

It often happens that spreadsheets are stored locally or new versions appear in e-mails and shared folders. There is then no central place where all the information comes together. This makes management and maintenance complex and error-prone.

2. Limited collaboration and accessibility

It is difficult for several people to work on an Excel file simultaneously. Access or editing rights and version management are a challenge.

3. No workflows and automation

Excel does not offer ready-made workflows for the processes within ISO 27001. Think about approvals, reminders, and automated reports. You have to arrange all this manually or via workarounds.

4. No audit trail and change history

For the ISO 27001 external audit, it is essential to demonstrate who has changed which information and when. Excel has no built-in audit trail functionality. Changes are therefore difficult to track.

5. Insufficient security and compliance

Excel files are not aligned with the strict security requirements of ISO 27001. For example, there is no encryption, logging, field-level access control, etc. There is also no compliance check on the content.

Because of these shortcomings, using Excel for ISO 27001 is inefficient and riskier. It takes unnecessary time and effort to keep everything up-to-date and compliant. A specially developed online ISMS offers a solution.

What is an online ISMS?

An Information Security Management System (ISMS) is a structured approach to managing sensitive business information. The purpose of an ISMS is to ensure an organization's information security.

Organizations are not tied to any particular type of ISMS. However, they must be able to demonstrate the structure and interrelationships of risks, information security policies, related measures, and required actions.

Advantages of an online ISMS versus Excel

So what are the advantages of an online ISMS over using Excel? An online ISMS tool benefits you with several advantages:

1. Central repository

All information is in one central location. Documents, tasks, and issues are accessible to everyone in the same place. Updates are immediately available to all users.

2. User-friendly interface

An online ISMS offers an intuitive, clear interface, specifically designed for ISO 27001. So, there are no generic spreadsheets, but targeted functionality for risk assessments, controls, reports, etc.

3. Collaboration and accessibility

Employees can easily collaborate in the system, regardless of location and device. Thanks to the cloud, all information is always and everywhere available. Access rights are easy to assign.

4. Workflows and automation

An online ISMS contains ready-made workflows for common processes such as risk assessments, audits, and incident reports. This allows you to set tasks, monitor progress, and arrange approvals easily. There are also handy automated reports and dashboards.

5. Audit trail and version management

All changes are automatically logged with timestamp and user. A clear audit trail is available. Documents are automatically versioned, so you always know which version is up to date.

6. Security and compliance

A good ISMS is equipped with built-in security measures such as encryption, secure communication, access control, and monitoring. The system is set up according to best practices and supports compliance with laws and regulations such as ISO 27001, AVG/GDPR.

So an online ISMS solution gives you a central, secure, and structured environment to manage information security. It helps you stay in control, collaborate more efficiently, and always be compliant.

Also read: 10 Tips for selecting ISO 27001 software

Conclusion

Excel is a widely used tool to create overviews in ISO 27001 certification. Yet there are quite a few drawbacks to using spreadsheets as an Information Security Management System. These include data fragmentation, poor collaboration, lack of workflows, no audit trails, and insufficient security.

Therefore, make the switch from Excel to a fully-fledged online ISMS. This will save you time and headaches and increase the chances of successful ISO 27001 certification. Choose convenience, overview, and optimal security with a purpose-built ISMS platform.