Document Management

Overview

The Document Management component is a core element of the Trust Center, designed to help organizations organize, control, and share security and compliance documentation with external stakeholders. This component provides a structured approach to managing the entire lifecycle of Trust Center documents, from creation and categorization to access control and maintenance.

Effective document management is essential for presenting a professional, organized view of your security program to customers, partners, and auditors. The Document Management component integrates with other elements of the Trust Center to provide a comprehensive framework for security information sharing.

Key Features

Document Repository

• Centralized Storage - Store all security and compliance documents in one secure location

• Document Types - Support for various document formats (PDF, Word, Excel, images, etc.)

• Metadata Management - Add descriptive information to facilitate document discovery

• Version Control - Track document updates and maintain history

• Search Capabilities - Quickly find documents using advanced search options

Document Categorization

• Section Assignment - Organize documents into logical sections (Security, Compliance, etc.)

• Tagging System - Apply relevant tags for improved searchability

• Custom Categories - Create organization-specific document groupings

• Hierarchical Organization - Structure documents in a logical hierarchy

• Related Documents - Link connected or supporting documentation

Access Control

• Permission Levels - Set granular access controls for each document

• Access Request Workflow - Process requests for restricted documents

• Visibility Management - Control document visibility in public listings

• Approval Mechanisms - Review and approve access to sensitive information

• Audit Logging - Track document access and permission changes

Document Lifecycle Management

• Maturity Tracking - Indicate implementation status of security controls

• Expiration Management - Set and monitor document expiration dates

• Review Scheduling - Establish regular document review cycles

• Update Workflow - Process for updating and replacing documents

• Archiving - Preserve historical documents while maintaining access to current versions

Document Types and Sources

The Trust Center can manage various types of security and compliance documentation:

Security Documentation

• Security policies and procedures

• Security control descriptions

• Risk assessments and treatment plans

• Security architecture diagrams

• Penetration test summaries

Compliance Documentation

• Compliance certifications (ISO, SOC, PCI, etc.)

• Attestation letters

• Audit reports

• Compliance matrices

• Regulatory compliance statements

Privacy Documentation

• Privacy policies

• Data processing agreements

• GDPR compliance documentation

• Privacy impact assessments

• Cookie policies

Technical Documentation

• Infrastructure security information

• Network security diagrams

• Data flow diagrams

• Backup and recovery procedures

• Business continuity plans

Document Sources

Documents in the Trust Center can come from different sources:

1. Uploaded Documents - Files uploaded directly to the Trust Center

2. Linked Internal Documents - Documents from other AskInfosec modules (Policies, Controls, etc.)

3. External References - Links to documents hosted on external systems

4. Generated Documents - Automatically created based on system data

Managing Documents

Adding Documents to the Trust Center

Uploading New Documents

To upload a new document:

1. Navigate to the Documents section in the Trust Center Admin Interface

2. Click "Add Document" and select "Upload New Document"

3. Choose the file to upload

4. Enter document metadata:

   • Title

   • Description

   • Section/Category

   • Tags

   • Maturity Level

   • Permission Level

5. Click "Save" to add the document to your Trust Center

Linking Existing Documents

To link a document from another module:

1. Navigate to the Documents section in the Trust Center Admin Interface

2. Click "Add Document" and select "Link Existing Document"

3. Browse or search for documents in your system

4. Select the document to link

5. Configure Trust Center-specific settings:

   • Section/Category

   • Visibility

   • Permission Level

   • Maturity Level

6. Click "Save" to add the linked document to your Trust Center

Setting Document Permissions

The Trust Center offers three permission levels for documents:

1. Public - Accessible to all Trust Center visitors without restrictions

   • Visible in public listings

   • Directly accessible by clicking

   • No authentication or approval required

   • Best for general security information and non-sensitive documentation

2. Restricted - Requires approved access request to view

   • Visible in public listings but marked as restricted

   • Clicking initiates access request workflow

   • Requires approval before viewing

   • Best for sensitive but shareable information

3. Hidden - Not visible in public listings, only accessible with direct approval

   • Not displayed in public document listings

   • Only accessible through direct sharing

   • Highest level of access control

   • Best for highly sensitive or confidential information

To set document permissions:

1. Navigate to the document details page

2. In the Permissions section, select the appropriate level

3. Save your changes

4. The system will apply the new permission settings immediately

Tracking Document Maturity

The maturity tracking feature allows you to indicate the implementation status of security controls:

1. N/A - Not applicable to your organization

2. Not Started - Planned but not yet implemented

3. In Progress - Currently being implemented

4. Partially Implemented - Implemented with limitations

5. Fully Implemented - Completely implemented and operational

To set maturity level:

1. Navigate to the document details page

2. In the Maturity section, select the appropriate level

3. Save your changes

4. The maturity indicator will be displayed on the public site

Managing Document Metadata

Comprehensive metadata improves document organization and discoverability:

1. Title - Clear, descriptive name for the document

2. Description - Brief explanation of the document's purpose and content

3. Category - Primary classification (Security, Compliance, etc.)

4. Tags - Relevant keywords for improved searchability

5. Created/Updated Dates - Automatic tracking of document timeline

6. Owner - Individual responsible for the document

7. Expiration Date - When the document should be reviewed or updated

To edit document metadata:

1. Navigate to the document details page

2. Click "Edit" in the metadata section

3. Update the relevant fields

4. Save your changes

5. The updated metadata will be reflected in document listings and search results

Organizing Documents

Assigning Documents to Sections

Documents should be organized into logical sections for easy navigation:

1. Navigate to the document details page

2. In the Section Assignment area, select the appropriate section(s)

3. Arrange the display order if needed

4. Save your changes

5. The document will now appear in the selected section(s) on the public site

Creating Document Relationships

Linking related documents helps visitors understand connections:

1. Navigate to the document details page

2. In the Related Documents section, click "Add Related Documents"

3. Search for and select relevant documents

4. Define the relationship type (supports, implements, references, etc.)

5. Save your changes

6. Related documents will be displayed together on the public site

Featured Documents

Highlighting important documents improves visibility:

1. Navigate to the document details page

2. Toggle the "Featured" switch to ON

3. Save your changes

4. Featured documents will appear prominently on the Trust Center home page

Document Access Workflow

Access Request Process

When a visitor requests access to a restricted document:

1. Visitor clicks on the restricted document in the Public Site

2. System presents the access request form

3. Visitor completes required information:

   • Name and email

   • Company

   • Relationship to your organization

   • Reason for access

   • Additional required fields (based on your settings)

4. Visitor submits the request

5. System notifies designated approvers

6. Approver reviews the request details

7. Approver grants or denies access

8. System notifies the visitor of the decision

9. If approved, visitor receives access to the document

Configuring Access Request Settings

To customize the access request process:

1. Navigate to the Settings section in the Admin Interface

2. Select the "Functionality" tab

3. In the Access Requests section, configure:

   • Required fields (job title, company, etc.)

   • Custom checkbox requirements

   • Terms of service consent

4. Save your settings

5. The access request form will reflect these settings

Managing Access Requests

To handle incoming access requests:

1. Navigate to the Access Requests section in the Admin Interface

2. View the list of pending requests

3. Click on a request to view details

4. Review the provided information

5. Choose to approve or deny the request

6. Add optional comments

7. Submit your decision

8. The requestor will be notified of your decision

Document Maintenance

Document Updates

To update an existing document:

1. Navigate to the document details page

2. Click "Update Document"

3. Choose to upload a new version or edit metadata

4. If uploading, select the updated file

5. Update metadata as needed

6. Save your changes

7. The system will preserve the previous version and display the new version

Document Review Cycles

Establishing regular review cycles ensures information remains current:

1. Navigate to the document details page

2. Set or update the review date

3. Assign reviewers if applicable

4. Save your settings

5. The system will notify designated individuals when review is due

Document Expiration

Managing document expiration helps maintain information currency:

1. Navigate to the document details page

2. Set an expiration date if applicable

3. Configure expiration notifications

4. Save your settings

5. The system will notify document owners before expiration

6. Expired documents can be flagged or hidden automatically

Document Archiving

When a document is no longer current but should be preserved:

1. Navigate to the document details page

2. Click "Archive Document"

3. Provide a reason for archiving

4. Select whether to keep the document accessible or hide it

5. Save your changes

6. The document will be marked as archived and moved from active listings

Integration with Other Modules

Policy Document Management

The Document Management component integrates with Policy Management:

1. Link policies from the Policy Document Management module

2. Maintain a single source of truth for policy content

3. Apply Trust Center-specific settings to shared policies

4. Track policy acceptance and distribution through the Trust Center

Control Management

Integration with Control Management enables:

1. Link control documentation from the Control Management module

2. Display control implementation status in the Trust Center

3. Provide evidence of control effectiveness to external stakeholders

4. Maintain alignment between internal controls and external communication

Document Management

The broader Document Management system supports:

1. Access documents from the central document repository

2. Maintain consistent version control across systems

3. Apply Trust Center-specific access controls to shared documents

4. Leverage existing document organization and metadata

Best Practices

Document Organization

• Use consistent naming - Establish clear naming conventions for documents

• Group related documents - Keep similar documents in the same section

• Prioritize important information - Place key documents prominently

• Maintain reasonable section sizes - Avoid overwhelming sections with too many documents

• Consider user journey - Organize content in a logical flow for visitors

Document Quality

• Ensure accuracy - Verify all information before publishing

• Maintain currency - Update documents regularly

• Provide context - Include explanatory information

• Use consistent formatting - Present a professional appearance

• Balance detail and clarity - Include necessary information without overwhelming

Permission Management

• Default to transparency - Make as much information public as possible

• Be selective with restrictions - Only restrict truly sensitive information

• Document permission decisions - Record rationale for restricted documents

• Review regularly - Periodically reassess document permissions

• Consider context - Group documents with similar sensitivity levels

Lifecycle Management

• Establish review cycles - Set regular document review schedules

• Track document age - Monitor how long documents have been in use

• Plan for updates - Anticipate when documents will need revision

• Maintain version history - Preserve previous versions for reference

• Archive thoughtfully - Keep historical documents accessible when needed

Troubleshooting

Common Issues

• Upload failures - Check file size and format compatibility

• Missing documents - Verify section assignment and visibility settings

• Permission problems - Confirm access level configuration

• Metadata inconsistencies - Review and standardize document information

• Broken links - Check links to external or referenced documents

Getting Support

If you encounter issues with the Document Management component:

1. Check the in-app help documentation

2. Contact your organization's system administrator

3. Submit a support ticket through the AskInfosec support portal

Conclusion

Effective document management is essential for creating a professional, organized Trust Center that builds confidence with external stakeholders. The Document Management component provides the tools and structure needed to organize, control, and share your security and compliance documentation in a secure, accessible manner.

By following the processes outlined in this guide, you can establish a robust document management approach that helps your organization communicate its security posture effectively, streamline security reviews, and build trust with customers, partners, and auditors.