Organisation must maintain a listing of used data systems and their owners. Owner is responsible for completing the related documentation and possible other security actions directly related to the data system.

Data system documentation must include at least:

• System purpose and linked responsibilities
• System's data location (covered in a separate task)
• System's maintenance and development responsibilities and linked partners (covered in a separate task)
• When necessary system's access roles and authentication methods (covered in a separate task)
• When necessary systems interfaces to other systems (covered in a separate task)

A process for reporting incidents is maintained to help staff report incidents efficiently and consistently.

Things to report as an incident include e.g.:

• unauthorized access to data / premises
• action against security guidelines
• suspected security issue (e.g. phishing, malware infection)
• data system outage
• accidental or intentional destruction / alteration of data
• lost or stolen device
• compromised password
• lost physical identifier (e.g. keychain, smart card, smart sticker)
• suspected security weakness (e.g. on utilized data system or other procedures)

The personnel guidelines emphasize the obligation to report security incidents as soon as possible in accordance with the agreed process. The instructions also describe other operations in the event of an incident (e.g. recording seen error messages and other details).

The organization proactively seeks to list and assess the likelihood and severity of various cyber security risks. The documentation shall include the following:

• Description of the risk
• Evaluated impact and likelihood of the risk
• Tasks for managing the risk or other treatment options
• Acceptability of the risk

Data system owner determines the access roles to the system in relation to the tasks of users. The compliance of the actual access rights with the planned ones must be monitored and the rights reassessed at regular intervals.

When reviewing access rights, care must also be taken to minimize admin rights and eliminate unnecessary accounts.

Management shall define responsibilities and establish procedures to ensure an effective and consistent response to security incidents.

Management must ensure e.g.:

• interference management has clear responsibilities
• there is a documented process for responding, handling and reporting incidents

The process must ensure e.g.:

• staff have a clear contact point / tool and instructions for reporting incidents
• the reported security breaches will be addressed by qualified personnel in a sufficiently comprehensive manner

The organization's top management must demonstrate a commitment to cyber security work and the management system. Management commits to:

• defining the frameworks or other requirements that form the basis for work (e.g. customer promises, regulations or certificates)
• determining the resources needed to manage security
• communicating the importance of cyber security
• ensuring that the work achieves the desired results
• promoting the continuous improvement of cyber security

Top management also decides the scope of the information security management system and records the decision in the description of the system. This means, for example, whether some parts of the organisation's activities or information are excluded from the scope of the management system, or whether it applies to all information / activities of the organization.

Organization assesses cyber security risks by responding to situations where security has been mildly or severely compromised. The documentation shall include at least the following:

• Description of the incident
• Risks associated with the incident
• New tasks introduced as a result of the incident
• Other measures taken due to the incident

Our organization has pre-defined procedures through which the detected security breach will be addressed. The process may include e.g. the following things:

• who are part of a team that is ready to respond to breaches
• how and along what channel the entire team is immediately notified of the breach
• the team determines the severity (low, medium, high) of the breach based on predefined criteria
• the breach management is continued with a larger group according to the severity level

Top management must ensure clear responsibilities / authority on at least the following themes:

• who is primarily responsible for ensuring that the information security management system complies with the information security requirements
• who act as ISMS theme owners responsible for the main themes of the information security management system
• who has the responsibility and authority to report to top management on the performance of the information security management system
• who is authorized to carry out internal audits

The ISMS theme owners are presented on the desktop of the management system and in the Information security policy report.

In addition, top management shall ensure that all roles relevant to information security, as well as related responsibilities and authorities, are defined and communicated. It is also important to recognize the roles and responsibilities of external partners and providers.