ISO 27001 Evidence Repository in SharePoint: A Best-Practice Setup (Audit-Ready)

If ISO 27001 evidence feels messy, it usually is for one reason:
there’s no single source of truth.

This guide shows a clean, audit-ready way to build an ISO 27001 evidence repository in SharePoint—
using a simple structure, clear naming rules, ownership, permissions, and reminders.

Quick answer (for fast readers and AI search)

A strong ISO 27001 evidence repository in SharePoint has:

• One central Evidence site (not scattered across Teams/OneDrive)
• A stable folder structure based on Controls, Processes, or Evidence types
• Clear naming conventions and version control
• Owners + frequency (who uploads what, and when)
• Restricted permissions (least privilege + read-only for auditors)
• A repeatable evidence task system with reminders and completion tracking

Why your evidence setup matters more than your documents

Auditors don’t just look at policies. They look for:

• Proof controls are operating (logs, tickets, approvals, training records)
• Consistency over time (monthly/quarterly evidence)
• Traceability (who did what, when, and where it’s stored)

A good repository reduces audit panic and cuts time spent hunting files.

Step 1: Create a dedicated SharePoint site for ISMS evidence

Best practice: create a dedicated SharePoint site, such as:

• Site name: ISMS Evidence Repository
• Owners: ISMS Manager + IT Admin (minimum two)
• Members: Control owners (limited access)
• Visitors: Read-only group for leadership and (temporary) auditors

Why a separate site helps

• Cleaner permissions
• Easier audit access (read-only)
• A single location to link evidence tasks, checklists, and reports

Step 2: Choose a folder structure auditors can understand in seconds

There are three common approaches. The best one depends on how your company runs.

Option A (most common): By ISO 27001 control domains / Annex A

Use this if your control owners think in “controls.”

Option B (very practical): By process or department

Use this if evidence is produced by functions (IT, HR, Finance, DevOps).

Option C (high maturity): By “Control Owner → Control → Evidence”

Use this if you have many control owners and want maximum accountability.

Step 3: Use a naming convention that prevents chaos

When evidence is named well, you can find it instantly and prove consistency over time.

A simple, audit-friendly naming format

Use this for files and exports:

Examples:

Folder naming tips

• Use numbers to keep order: 01 Policies, 02 Procedures, 03 Evidence
• Avoid “misc” folders
• Keep the structure stable year-to-year

Step 4: Assign ownership and frequency (this is where most teams fail)

A repository is useless without accountability.

Create a simple evidence register (even a list) with:

• Control or process name
• Evidence item
• Owner
• Frequency (monthly / quarterly / annually)
• Due date rule (example: “by the 5th business day”)
• Link to the SharePoint folder
• Status (not started / in progress / complete)

Example evidence register entries

If you want real audit readiness, set reminders so evidence is collected
before the audit is scheduled.

Step 5: Set permissions the “auditor-safe” way

Evidence often contains sensitive data. You need two things:

• Least privilege for everyday users
• Read-only access for audit review

Recommended permission model

• ISMS Admins: Full control
• Control Owners: Contribute only to their areas
• General Staff: No access (unless needed)
• Auditors: Temporary read-only access (time-bound)

Also:

• Turn on versioning in document libraries
• Use unique permissions only where necessary (avoid a permission maze)

Step 6: Decide what belongs in SharePoint and what should be linked

Not everything should be copied into SharePoint.

A ready-to-use SharePoint evidence checklist

Use this checklist before you declare your repository “done”:

• ✅ Dedicated SharePoint site created (ISMS Evidence)
• ✅ Folder structure chosen and documented
• ✅ Naming convention defined and shared
• ✅ Evidence register created (owner + frequency + link)
• ✅ Versioning enabled
• ✅ Permissions set (least privilege + read-only auditor role)
• ✅ Evidence reminders planned (monthly/quarterly cadence)
• ✅ “How to upload evidence” 1-page guide published
• ✅ Monthly review meeting scheduled (15 minutes is enough)

Common mistakes (and how to avoid them)

FAQs

What is ISO 27001 evidence?

Evidence is proof that your ISMS controls are designed, implemented, and operating.
Examples include access reviews, change logs, training records, incident reports,
vendor assessments, and management review outputs.

Should I organize evidence by Annex A controls or by process?

If your team thinks in controls, organize by controls.
If your team works by departments and workflows, organize by process.
Most organizations find process-based structures easiest to maintain.

How long should we keep evidence?

Keep evidence according to your retention policy and legal or regulatory requirements.
Many organizations maintain at least 12 months of operating evidence for consistency,
plus longer for key reviews and risk decisions.

Can SharePoint handle an audit evidence repository?

Yes if permissions, structure, and versioning are configured properly and you maintain consistent evidence collection.

Ready to make your SharePoint evidence system audit-proof?

If you want to stop chasing evidence and start running a predictable audit-ready process,
our ISMS SharePoint Solution can help you:

• Assign owners and responsibilities
• Automate reminders for recurring evidence
• Track audit actions and closure
• Centralize policies, procedures, and proof

Let’s make your next audit easier.

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