ISMS implementation: comparison of documents, wikis, ISMS tools and GRC

Building an Information Security Management System (ISMS) is a key step for organizations that want to manage their information security systematically or demonstrate compliance with standards (e.g. ISO 27001) or regulatory frameworks (e.g. NIS2 or DORA).

There are a few different approaches to building an ISMS. Some organizations rely on traditional document-based approaches, some adapt their existing wiki-like documentation tools, some decide to go with specialized ISMS tools, and especially larger enterprises may include cyber compliance aspects as part of their GRC platforms (Governance, Risk, and Compliance).

In this post, we’ll compare these different methods, helping you understand which might be the best fit for your organization’s security management needs.

What is an ISMS?

An information security management system (ISMS) is a structured framework that helps organizations manage information security effectively.

Typically, an ISMS includes:

✅ Policies and processes – Clearly defined security policies and procedures to ensure compliance with regulatory and business requirements.

✅ Security controls – Measures designed to protect the confidentiality, integrity, and availability of information assets.

✅ Continuous improvement – Practices like risk management, audits, and management reviews that help organizations strengthen security over time.

A well-implemented ISMS ensures that security measures are not just ad hoc responses to threats but are integrated into the organization’s daily operations. ISO 27001 is the most widely recognized international security standard, that gives best practices for building and running an ISMS.

An ISMS is not just about technology—it also covers human factors, business processes, and governance to create a comprehensive security strategy.

Implementing an ISMS helps organizations:

• Identify and manage risks proactively.
• Establish security policies and controls.
• Demonstrate compliance with security regulations.
• Improve resilience against cyber threats.
• Foster a security-aware culture within the company.

Since ISMS implementation methods can vary significantly, choosing the right approach is crucial. The following sections will explore different ways organizations structure and maintain their ISMS, comparing the advantages and limitations of document-based ISMS, wikis, dedicated ISMS tools, and GRC platforms.

1. 📄 Using Words, Excels, and PDFs (manual document-based ISMS)

A traditional document-based ISMS relies on familiar tools like Word, Excel, and PDF files to store policies, risk assessments, and compliance records. While this method is straightforward and cost-effective, it quickly becomes difficult to manage as the ISMS grows. Without automation or structured tracking, organizations must manually update documents, track changes and monitor the actual implementation. Traditional documents won't also support you in understanding compliance requirements or reporting the progress.

✅ How It Works:

• Create security policies in Word/Google Docs.
• Maintain risk assessments and asset registers in Excel/Google Sheets.
• Store documents in SharePoint, Google Drive, or local file servers.
• Track compliance progress manually.

Pros:

✔️ Low-cost, simple to start.

✔️ No special software needed.

✔️ Customizable to business needs.

Cons:

❌ Does not guide users on meeting compliance requirements.

❌ Time-consuming and difficult to manage at scale.

❌ No automation—requires manual tracking.

❌ Risk of version control issues.

Best for: Small businesses with minimal compliance needs or just starting an ISMS.

2. 📚 Adapting your current documentation tools (static, knowledge base -like ISMS)

Some organizations try to repurpose existing documentation tools, such as Notion, Confluence, or MediaWiki, to build a custom, lightweight ISMS. This approach provides a centralized security knowledge base that is easy to search and update, but doesn't provide any guidance on meeting requirements. It also lacks tools for monitoring the implementation, built-in compliance tracking and risk assessment (or other continuous improvement) tools, requiring a lot of additional manual effort to ensure proper security management.

✅ How It Works:

• Store ISMS documentation, policies, and procedures in a wiki tool (e.g., Notion, Confluence, MediaWiki).
• Maintain an interactive knowledge base for employees.
• Link risks, controls, and audits using tagging and search functions.
• Use templates for risk registers, policies, and training materials.

Pros:

✔️ Centralized, searchable, and easy to update.

✔️ Can integrate with workflows and notifications.

✔️ Good for internal collaboration and version control.

Cons:

❌ Does not guide users on meeting compliance requirements.

❌ No structured compliance tracking.

❌ Not built specifically for ISMS (manual control mapping required).

❌ Lacks built-in risk assessment tools.

Best for: Teams that prefer collaborative documentation and don't need support in cyber compliance implementation.

3. 🛠 Using a dedicated ISMS tool (automated ISMS approach)

A dedicated ISMS tool is designed to streamline compliance by guiding you on meeting compliance requirements, and automating risk management, control mapping, and documentation. These tools come with built-in support for many frameworks like ISO 27001, NIS2, and GDPR, making it easier to manage security requirements efficiently. While more expensive than manual approaches, they significantly reduce administrative overhead and improve audit readiness and overall clarity about your security level.

✅ How It Works:

• Pre-built frameworks (e.g. ISO 27001, NIS2, GDPR) with multi-compliance benefits and overlap control.
• Document templates for policies, audits, assets, and controls.
• Automated risk assessment and other continuous improvement toosl and compliance dashboards.
• Real-time reporting and monitoring of compliance gaps.
• Linking to technical security tools (SIEM, vulnerability scanners, identity management, etc.).

Pros:

✔️ Automates compliance and risk tracking.

✔️ Built-in control mapping for ISO 27001, NIS2, SOC 2, etc.

✔️ Reduces effort required for audits and certification.

Cons:

❌ Costly for small businesses.

❌ Learning curve for new users.

Best for: Organizations that value guidance in meeting compliance requirements and want to reach provable security (for their customers, own management or for auditors).

4. 🔍 Including cyber compliance in GRC platforms (enterprise risk management approach)

Larger enterprises often integrate their ISMS into broader Governance, Risk, and Compliance (GRC) platforms. These systems provide advanced risk analytics, workflows and dashboards, and possibility for custom intergrations to other security tools. While powerful, GRC platforms are typically complex, expensive, and best suited for organizations already operating mature risk management programs.

✅ How It Works:

• Centralized risk and compliance management.
• Automated workflows for risk treatment and incident response.
• Integration with enterprise IT and security tools.

Pros:

✔️ Ideal for large enterprises with complex compliance needs and many available specialists.

✔️ Advanced risk analytics and reporting.

Cons:

❌ Expensive and requires significant setup.

❌ Overkill for small companies.

Best for: Large enterprises having robust enterprise risk management programs in place already.

Final thoughts

Choosing the right method for implementing an ISMS depends on your organization’s size, complexity, and compliance requirements. Smaller businesses might start with document-based or wiki-style approaches, and transition to dedicated ISMS tools when spotting clear pain points. Enterprises with extensive regulatory obligations may find GRC platforms essential for managing cyber compliance at scale.