Security Documentation

Security documentation is documenting, recording, and storing the information related to an organization's security features. This "security" may refer to information on property and asset safeguarding, cybersecurity, system security, control and monitor plans, assessment tasks, associated plans, etc.  

Documentation involves recording the existing measures and those to be implemented in the future. It may also contain details of past measures taken. This helps interested and related parties understand the organization's functioning. The information also helps in evaluating loopholes, presenting challenges, and devising solutions for them.

Security documentation is the process of recording and storing details regarding an organization's security aspects. This encompasses varied details about the outlines and guidelines of the policies, methods and techniques implemented regarding them. It contains information on strategies, plans, response methods, control and monitor guidelines and assessment reports.  

Documentation can refer to the act of recording and safeguarding documents that are crucial information related to an organization. These include property details, cyber security details, occupancy and employment details etc. In addition, they may also include details on contracts, finance structures, exchange information etc. In the broader sense, the term can mean documents that cannot be easily tampered with, counterfeited or altered, such as passports, property documents, employment and bank documents.  

They intend to communicate the functions of the organization in relevance to the areas focused. In addition, they exhibit the quality of management inside the organization and the efficacy of their internal control. They establish clear rules on what has to be done and what shall not be done. They may also contain provisions for violations and penalties. Apart from the necessity of maintenance of such records for evaluation the organizations may also be mandated to keep them recorded by the laws of the land.  

Effective communication of related details to stakeholders is necessary for investigation. Meanwhile, proper communication with organization members helps in the execution and implementation of intended measures.

Below are the types of documentation of security regarding trade finance structures. 

#1 - Assignments 

They are details related to the receipt of acknowledgment of assignment fulfillment from a borrower rather than a buyer. This is essential as there are increased risks of forgery of the documents as a means of fund diversion to countries outside their domestic boundaries.  

#2 - Charges 

Documentation of charges on the exchange of goods is important. Fixed charges should be documented, such as recording a charge as a fixed charge, and having control of goods and services without consent would make it a floating charge. This would diminish the security. 

#3 - Pledges 

Pledges refer to the transfer of possession rights. They must be recorded well, as possession determines usage.  

Let us look at some examples to understand the concepts better.

Example #1

Suppose Dan owns a manufacturing company. He intends to grow his business and has decided to properly record transactions and follow accounting practices even more intensely than before. Dan also decides to create documents on the business transactions his business involves itself in, the employment contracts and exchange details in those transactions. He also records the safety measures in place and guidelines on navigating the potential issues. Furthermore, he also records the details of clients in a very confidential manner and updates similar guidelines on dealing with them. All of these records would help the company plan for now and in the future. 

Example #2

Big companies like Microsoft Corporation have strong security documentation policies. As a technology company, their major focus is cyber security documentation. Their guidelines focus on security professionals in cyberspace. The website talks about technical documentation of upgrades, training and development strategies related to architecture, and implementation of the policies in cyberspace. There are discussions about threat protection, meeting compliance requirements, and data governance policies. 

Given below are some of the benefits of documentation o =f security matters 

• It helps the organizations meet compliance requirements. 
• This helps them avoid penalties with regard to violations of the law. 
• It helps them record the actual measures taken by the company. 
• The process helps them understand where they stand and what loopholes or errors exist in the company's operations. 
• This helps them mitigate and manage risks. 
• Analysis and planning help prepare and respond better in case unprecedented incidents happen. 
• Proper and periodic documentation helps in consistent optima working conditions in the organization. 
• It clearly states the roles, functions of people and policies. This creates accountability.  
• This nudges continuous improvement which can help in gaining competitive advantages in the business world. 
• It helps in better performance tracking, training of human resources etc.  
• It can help in easy audits. 
• It helps in maintaining internal controls. 
• It sets standards for present and future performances. 
• An organization that follows compliance requirements has a higher chance of gathering loyal customers.