In the race to secure Operational Technology (OT) environments against evolving cyber threats, many organizations overlook a silent but critical vulnerability: their security governance tools. While ICS systems may be fortified with next-gen protections, the governance layer behind them is often managed with spreadsheets – tools never designed for cybersecurity.
The Spreadsheet Paradox: Modern Systems, Outdated Management
We regularly consult with security teams inside Fortune 500 control rooms. What do we see?
- Multi-million-dollar control systems powering critical infrastructure
- SCADA and ICS platforms protecting entire regions
- And Bob from IT… managing policies and documentation in a spreadsheet from 2007
It’s like trying to steer a self-driving car using paper maps.
And the data backs it up:
- 60% of organizations still rely on spreadsheets for compliance tracking. (Source: Secureframe)
- 83% of organizations can’t locate a complete asset inventory during assessments.
(Source: SANS ICS/OT Cybersecurity Survey 2023)
If you’ve invested millions in cybersecurity but still manage it with the digital equivalent of sticky notes – it’s not a tools problem. It’s a governance problem.
The Hidden Risks of Spreadsheet-Based Governance
Let’s break down exactly how spreadsheets are putting your OT environment at risk.
- Fractured Security Visibility
When vulnerability records live in one sheet, asset data in another, and access logs in a third, you create silos hackers love.
Real Example:
An energy provider was breached because their asset spreadsheet wasn’t synced with their vulnerability list. A critical ICS device sat unpatched – simply because no one saw it in time. That’s not a tech failure. It’s a governance failure.
- Compliance That Fails When It Matters
Frameworks like ISA/IEC 62443, NIST CSF, NCA OTCC, DESC and DoE, demand evidence, not assumptions. Spreadsheets can document a “least privilege policy,” but when auditors ask, “Can you prove it?”, all you have are claims – not controls.
Failed audits don’t just mean fines – they damage reputations. And spreadsheets don’t help you recover either.
- Security Amnesia
One chemical manufacturer fell victim to the same ransomware vector – twice in three years. Why? The mitigation record from the first attack was lost when an old spreadsheet was overwritten.
Spreadsheets don’t retain lessons. And in security, forgetting is expensive.
- Configuration Drift You’ll Never Catch
Spreadsheets don’t notify you when your systems drift from approved configurations. Gaps between what’s documented and what’s actually deployed are where attackers get in.
In many OT environments, reliance on manual documentation methods like spreadsheets has led to significant configuration discrepancies. During audits, it’s not uncommon to discover that a substantial portion of firewall settings do not align with documented configurations, exposing the organization to potential security breaches
The Solution: A Cyber Security Management System (CSMS)
It’s not about digitizing spreadsheets. It’s about transforming governance entirely. A purpose-built CSMS gives you the structure and control spreadsheets never could.
Here’s what digitalized governance looks like:
✅ Centralized Governance Structure
Replace scattered folders with a unified policy management hub. A CSMS becomes your single source of truth, aligning procedures, roles, and baselines across all departments – eliminating version chaos and fragmented control.
✅ Role-Based Access Control (RBAC)
Move beyond open-access spreadsheets. A CSMS enforces the least privilege with:
- Defined roles and job-based permissions
- Segregation of duties to prevent insider threats
- Full audit trails of who accessed or edited what, and when
RBAC reduces the blast radius of insider risk – and strengthens operational accountability.
✅ Version-Controlled Documentation
In a CSMS, policies, standards, and procedures are versioned, logged, and easily traceable. No more guessing which file is the latest or who changed it last.
- All edits tracked
- Every approval logged
- Audits simplified with one-click access to change history
✅ Controlled Configuration Management
OT environments require consistent configuration enforcement. A CSMS lets you:
- Define secure baselines
- Track deviations in real time
- Review and approve changes before they’re deployed
This prevents the slow erosion of your security perimeter due to undocumented changes.
✅ Integrated Identity & Access Management
Spreadsheets can’t manage IAM relationships or enforce access policies. A CSMS does.
- Implement and monitor least privilege across the board
- Track access by user, device, and system
- Link access changes to policy enforcement and audit logs
Key Takeaway: Governance Shouldn’t Be a Guessing Game
Spreadsheets might feel convenient, but they introduce gaps, delays, and risks you can’t afford. A Cyber Security Management System (CSMS) empowers your team to:
- Enforce policies at scale
- Maintain full audit visibility
- Protect operations with structured, accountable security governance
The best companies aren’t just managing cybersecurity – they’re transforming it.
Ready to Lead with Governance That Works?
Stop managing OT security with 20th-century tools. Upgrade to a CSMS that helps you enforce policy, prove compliance, and prevent breach pathways – before attackers find them.
Request a Vulnerability Assessment and see where spreadsheets are exposing your OT environment. Let OTNexus help you build the governance foundation your operations deserve.
