TwelveSec is a cybersecurity company specializing in security assurance, management, and training services. To equip their remote team with efficient information and quality management systems while meeting ISO 9001 and 27001 standards, they rely on Confluence and Comala Publishing.
Building a Remote Documentation System
Founded in 2012 by a group of cybersecurity enthusiasts, TwelveSec has swiftly become one of Greece's leading cybersecurity firms. They specialize in penetration testing, Red Teaming, and Secure SDLC services. Their Integrated Management System (IMS) holds certifications for ISO 27001 and ISO 9001, and their Facilities Security Clearance is issued by the Greek National Security Authority to manage classified information.
To support their remote team, TwelveSec adopted Confluence, Atlassian's remote team workspace, as the central repository or 'library' for their documentation needs. Each team member utilizes their Confluence instance, which is meticulously organized with an IMS and Knowledge Base space. The IMS space houses the company's compliance documentation, while the Knowledge Base contains detailed methodologies. Both areas are divided into a 'published' section, featuring approved policies, procedures, and methodologies, and a 'draft' section for works in progress. This setup ensures accessibility to all Confluence articles while maintaining a clear distinction between drafts and finalized versions.
“With this setup, we have all the information we need in one place, keeping our management system integration and ensuring all employees can easily access the latest version of a policy or a process,” says Phil Kaloheretis, TwelveSec’s Finance and Administration Officer.
This system enhances the onboarding experience. Instead of overwhelming new hires with numerous policies and procedures, TwelveSec provides them with a comprehensive Confluence space containing all necessary documents indexed and linked, expediting the onboarding process significantly.
Publishing Content and Demonstrating Compliance
As their document library expanded, TwelveSec recognized the need for a streamlined process to manage draft and published documents separately. They turned to Comala Publishing, an app that facilitates the seamless content transfer between Confluence spaces, effectively segregating draft and finalized documents.
“In our IMS, we needed to have transparency and accountability,” explains Phil. “You need to know that the right person approved the final version. This is why we chose Comala Publishing.”
Documents are drafted, reviewed, and finalized in the draft space before being published to the approved "published" space, where team members can access the authorized versions effortlessly. Comala Publishing simplifies the publication process, enabling the team to publish single pages or multiple documents with a single click.
Having all resources in one place makes it much easier for TwelveSec to run internal audits and show compliance with external auditors. In particular, Comala Publishing makes it much easier to provide evidence to auditors about which version of a document is final and if or when the authorized person approved the version.
“With Comala Publishing, we can show that the final version was approved by the owner of the document on a specific date,” says Ioanna Dima, an Information Security Consultant at TwelveSec. “This was the critical factor we chose Comala Publishing for.”
For any IT company, and especially for a cybersecurity firm, having a single, always-updated place to keep procedures, policies, and methodologies is crucial for building an effective documentation system and staying compliant. “Comala Publishing helped us transform our spaces in Confluence for IMS documentation,” says Phil. “It helped our personnel to more easily read and search documents. Although it’s a small piece of software, it was critical for the overall integrity and availability of our system.”
Comala Document Management adds workflows, publishing controls, and approvals, so you can build and maintain audit-ready systems with confidence.
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