Introduction: Why Document Security Is Now a Business Priority
In an era where cyber threats evolve faster than most businesses can adapt, protecting sensitive documents has become one of the biggest challenges for organisations of all sizes. Whether you manage financial statements, customer records, legal documents, HR files, intellectual property or operational data, every document in your environment is a potential gateway for a cyberattack.
Cybercriminals increasingly target documents because they are easy to manipulate, simple to distribute, and often poorly secured. A single malicious document — like a Word file with a hidden macro — can compromise an entire system in seconds.
This is why many organisations in Australia are turning to the Essential Eight (Essential 8): a cybersecurity framework developed by the Australian Cyber Security Centre (ACSC) that provides a practical, effective, and affordable way to protect your systems, networks, and — most importantly — your documents.
In this Ultimate Guide, you’ll learn:
What the Essential 8 is and why it matters
How each Essential 8 control directly strengthens document security
Practical examples of Essential 8 implementation
How to assess your maturity level
Best practices for long-term document protection
How businesses can integrate Essential 8 into day-to-day operations
Common mistakes to avoid
And how Essential 8 helps organisations stay compliant, resilient, and ready for future threats
What is Essential 8?
Essential 8 is a baseline set of eight mitigation strategies developed by the Australian Cyber Security Centre (ACSC). These strategies are designed to strengthen an organisation’s cyber resilience by reducing the risk of document-based threats, malware, data breaches, and other cyber incidents. For a full definition, please refer to the following link.
While the strategies are technical in nature, their combined effect delivers a robust foundation for document and data security — helping protect sensitive documents, records, and business information from unauthorised access, corruption or disclosure.
Chapter 1: Understanding the Essential 8 Framework
The Essential Eight is a set of eight prioritised cybersecurity strategies designed to reduce the risk of cyber intrusion. While it applies to all parts of an organisation’s IT environment, it plays a critical role in document security, helping businesses protect their files from theft, manipulation, corruption, unauthorised access, and ransomware.
The Eight Strategies Are:
Application Control
Patch Applications
Configure Microsoft Office Macro Settings
User Application Hardening
Restrict Administrative Privileges
Patch Operating Systems
Multi-Factor Authentication (MFA)
Regular Backups
Although these controls are technical at their core, their impact is organisational — improving how businesses store, access, manage, and secure documents across every stage of their lifecycle.
Chapter 2: Why Essential 8 Document Security Matters
Businesses handle more digital documents than ever before. Contracts, invoices, emails, spreadsheets, sensitive reports, design files — all of it now lives in digital ecosystems that are increasingly vulnerable to cyberattacks.
The Biggest Risks to Document Security Today
Ransomware encrypting critical business documents
Malicious macros in Office files
Phishing attacks distributing infected documents
Unpatched applications exposing vulnerabilities
Unauthorised access due to weak authentication
Data corruption caused by malware
Human error — the most common reason sensitive documents are leaked
Essential 8 document security provides a clear, structured, and scalable approach to reducing these risks — without needing expensive tools, large teams, or complex cybersecurity infrastructure.
The Eight Essential Strategies for Document & System Security
Here’s a breakdown of the eight core strategies — and how each contributes to stronger document security.
| Strategy | Purpose / Benefit |
|---|---|
| Application Control | Ensures only approved, trusted applications can run — preventing rogue software or malware from executing and compromising document security. |
| Patch Applications | Keeps software (e.g. document editors, PDF readers, office suites) up-to-date so known vulnerabilities can’t be exploited. |
| Configure Microsoft Office Macro Settings | Disables or restricts macros in Office documents — a common vector for malicious code embedded in documents |
| User Application Hardening | Disables unnecessary or risky features in applications (e.g. outdated plugins, unsafe defaults) to reduce attack surfaces. |
| Restrict Administrative Privileges | Limits who can make critical changes or install software — reducing risk of unauthorised system changes that could compromise document integrity. |
| Patch Operating Systems | Ensures the underlying OS is secure, preventing system-level vulnerabilities from jeopardising document security. |
| Multi-Factor Authentication (MFA) | Adds extra layers of identity verification for accessing accounts — protecting against unauthorised access to document management systems. |
| Regular Backups | Maintains up-to-date backups of documents and data — ensuring you can recover in the event of data loss, ransomware, or corruption. |
Chapter 3: How Each Essential 8 Control Enhances Document Security
Below is a deep dive into each Essential 8 strategy and how it directly contributes to document and data protection.
1. Application Control (The First Line of Defence)
Application Control ensures that only trusted, approved applications can run inside your environment. This prevents unknown or malicious programs — including ransomware, spyware, and document-based malware — from executing.
How It Protects Documents
Blocks unauthorised software that could access or modify files
Stops malicious document droppers from installing secondary malware
Prevents unknown apps from opening or altering sensitive documents
Example
A staff member accidentally downloads a PDF reader bundled with malware.
With Application Control, the program would never be allowed to run — eliminating the threat instantly.
2. Patch Applications (Critical for Document-Based Attacks)
Outdated applications are one of the easiest entry points for hackers. Document readers, office tools, browsers, and plugins often contain vulnerabilities that attackers exploit.
How It Protects Documents
Fixes security gaps in PDF readers, document editors, and Office applications
Blocks known exploitation techniques
Reduces risk of malware delivered through documents
Applications That Commonly Require Patching
Microsoft Office
Adobe Acrobat Reader
Email clients
Web browsers
Java, Flash, and other legacy plugins
Patch management alone can stop more than 75% of document-based threats.
3. Configure Microsoft Office Macro Settings (Stopping the Most Common Document Attack)
Malicious macros inside Office documents remain one of the most successful ways attackers breach organisations.
How It Protects Documents
Ensures macros are disabled unless from trusted, vetted sources
Prevents automatic execution of malicious code
Reduces risk of document-borne ransomware
Best Practices
Disable macros for all users except those who absolutely require them
Use digitally signed macros
Educate staff on never enabling macros in unsolicited documents
4. User Application Hardening (Reducing the Attack Surface)
User Application Hardening involves disabling risky features inside commonly used applications.
How It Protects Documents
Prevents documents from loading unsafe content
Blocks old or vulnerable features attackers exploit
Reduces exposure to malicious ads, scripts, and document plugins
Key Hardening Measures
Disable Flash (if still present)
Block ads and Java in browsers
Disable vulnerable document-execution features
This control is especially important for protecting high-value documents shared across teams.
5. Restrict Administrative Privileges (Stopping Internal Threats)
One of the most overlooked aspects of document security is controlling who has the ability to access, edit, move, export, or delete critical files.
How It Protects Documents
Prevents unauthorised modification or theft of sensitive files
Limits damage if an employee account is compromised
Ensures attackers cannot escalate privileges to access document storage systems
Examples of Admin Restrictions
IT staff only
Elevation through approval only
Separate admin and user accounts
No admin rights for general staff
This is essential for preventing insider threats — whether accidental or intentional.
6. Patch Operating Systems (Securing the Foundation)
If the operating system is vulnerable, everything stored on the device, including documents, becomes vulnerable too.
How It Protects Documents
Prevents attackers from exploiting OS-level vulnerabilities
Protects data stored on desktops, servers, and cloud endpoints
Ensures encrypted and sensitive documents cannot be accessed through OS-level manipulation
Patching the OS closes doors that malware would otherwise use to access your document libraries.
7. Multi-Factor Authentication (MFA) (Securing Access to Sensitive Documents)
Passwords alone are no longer enough. MFA adds an additional verification step, making it far more difficult for attackers to access documents — even if user credentials are stolen.
How It Protects Documents
Secures cloud storage accounts
Protects document management systems
Safeguards email inboxes, where sensitive documents often live
Reduces risk of account compromise
Examples of MFA
Authenticator apps
Hardware tokens
SMS codes (less secure, but still beneficial)
8. Regular Backups (Your Last Line of Defence)
Even with strong security measures, breaches can happen. Regular backups ensure you always have safe, clean copies of your documents.
How It Protects Documents
Enables full recovery after ransomware attacks
Prevents permanent data loss
Protects against accidental deletion or corruption
Allows businesses to restore operations quickly
Best Practices
Store backups offline
Test backups regularly
Maintain multiple backup versions
Backups are essential for business continuity during any cybersecurity incident.
Chapter 4: The Essential Eight Maturity Model (E8MM)
The ACSC created the Essential Eight Maturity Model to help organisations assess their current cybersecurity posture.
The Levels Are:
Maturity Level 0 — Not Implemented
Maturity Level 1 — Basic Protection
Maturity Level 2 — Strong Protection
Maturity Level 3 — High-Value Security
Most businesses aim for Maturity Level 2, which provides strong protection against the majority of cyber threats — including those targeting documents.
Chapter 5: How to Implement Essential 8 Document Security in Your Business
This section provides a step-by-step roadmap.
Step 1: Conduct a Document Security Audit
Identify:
What documents you store
Where documents are saved
Who has access
Existing vulnerabilities
Document retention requirements
Step 2: Prioritise High-Impact Essential 8 Controls
If you’re starting from scratch, implement the most impactful strategies first:
MFA
Backups
Patching
Macro restrictions
Step 3: Develop Documentation & Policies
Your Essential Eight strategy should include:
Document access policies
Document classification (public, internal, confidential, restricted)
Approved applications list
Backup & recovery plans
Step 4: Strengthen User Awareness
Even the strongest technical controls fail when staff are unaware of risks.
Train employees on:
Recognising phishing documents
Safe storage practices
When to report suspicious files
Approved file-sharing methods
Step 5: Monitor, Review & Improve
Essential 8 is not “set and forget.”
Review maturity quarterly or biannually to ensure ongoing document protection.
Chapter 6: Common Mistakes in Essential 8 Document Security
Many businesses misunderstand or incorrectly implement the Essential Eight. Here are the most common pitfalls:
Focusing only on technology, ignoring user training
Not patching third-party document tools
Allowing unrestricted admin access
Treating backups as optional
Allowing staff to enable macros
Using outdated document storage systems
Assuming cloud storage providers handle security for you
Avoiding these mistakes significantly strengthens your document protection strategy.
Chapter 7: Real-World Benefits of Essential 8 Document Security
Businesses that implement the Essential 8 often experience:
1. Reduced Risk of Ransomware Attacks
Macro controls and application control significantly reduce ransomware entry points.
2. Stronger Protection for Confidential Documents
Access restrictions and MFA ensure only authorised users can view or edit sensitive files.
3. Improved Business Continuity
Backups enable rapid recovery after data loss or corruption.
4. Better Compliance & Governance
Essential 8 supports requirements under:
ISO 27001
Australian Government security frameworks
Industry-specific data standards
5. Increased Stakeholder Trust
Strong document security boosts customer, partner, and investor confidence.
Chapter 8: The Future of Document Security and Essential 8
As cyber threats evolve, the Essential Eight remains a foundation — but businesses should also consider:
Zero trust architecture
Document-level encryption
Secure document disposal and retention
AI-based threat detection
Automated patching solutions
However, none of these future-focused strategies are effective unless the Essential 8 basics are firmly in place.
Conclusion
Implementing the Essential 8 is a crucial step for Australian organisations looking to enhance their cybersecurity resilience. By adopting these foundational strategies, businesses can protect themselves against common cyber threats and build a robust security posture.
For those beginning their journey in cybersecurity, following the Essential Eight provides a solid framework to safeguard digital assets, ensure regulatory compliance, and minimise the risk of costly cyber incidents.
How can we help?
At Compu-Stor we hold a lot of data belonging to our customers in our Complete Information Management System (CIMS), which manages electronic documents and business records stored in our secure and compliant records management warehouse. Security is of the utmost priority, and we are continuously investing in new ways to protect your data. We are excited to introduce three new Multifactor Authentication options to our CIMS Essential package designed to provide you with greater protection and ensure businesses striving for IT Security Essential Eight maturity are compliant.
1. Microsoft Azure/ OKTA Authenticator Integration:
Customers utilising Microsoft Azure or OKTA Authenticator can now integrate with their CIMS account. This means you can use the same reliable and secure authentication method you’re familiar with from other services such as Windows or Email. In this instance, Compu-Stor is no longer required to store customer passwords as it is managed via Azure or OKTA.
2. Multi-Factor Authentication (MFA):
Customers not currently using Azure can still benefit from enhanced security with our new MFA feature. Our MFA feature adds another layer of protection by requiring multiple forms of verification before granting access to your account, for example, via an authenticator app. This significantly reduces the risk of unauthorised access, even if your password is compromised.
For more information about our CIMS Essential package visit out website at Elevate Records Management with CIMS Essential (compu-stor.com.au)
Contact us today to discuss how we can help you on 1300 559 778.
