Leadline Inc.Leadline Inc.
Control Requirements

TPM-01: Third-Party Communication Protocols

Defined communication protocols for third-party incident response with contact information

TPM-01: Third-Party Communication Protocols

Control Description

The Company has defined third-party communication protocols within its incident response policy to help ensure that issues with third parties are addressed in a timely manner. Protocols include contact information for the relationship manager at the Company as well as contact information for the relationship manager at the third party.

Plain Meaning

This control requires organizations to establish clear communication procedures for handling incidents involving third parties. This includes defining how to contact third parties during incidents, who the key contacts are on both sides, and how to escalate issues when needed.

Implementation

Communication Protocol Requirements

Protocol Components

  • Clear escalation procedures for third-party incidents
  • Contact information for both company and third-party relationship managers
  • Defined response timeframes for different types of issues
  • Communication channels and methods for incident reporting
  • Escalation procedures when initial contacts are unavailable

Contact Information Management

  • Company Relationship Manager: Primary contact for each third party
  • Third-Party Relationship Manager: Primary contact at the third party
  • Backup Contacts: Secondary contacts for both parties
  • Emergency Contacts: 24/7 emergency contact information
  • Escalation Contacts: Management-level contacts for urgent issues

Implementation Approach

Incident Response Integration

  • Policy Integration: Include third-party protocols in incident response policy
  • Contact Database: Maintain current contact information for all third parties
  • Communication Templates: Pre-defined communication templates for different incident types
  • Response Procedures: Clear procedures for different types of third-party issues
  • Documentation: Record all third-party communications and resolutions

Simple Implementation Steps

  1. Identify Third Parties: Document all third parties with access to systems or data
  2. Gather Contact Information: Collect relationship manager contact details
  3. Define Communication Procedures: Create escalation and communication procedures
  4. Update Incident Response Policy: Integrate third-party protocols into incident response
  5. Create Contact Database: Maintain current contact information
  6. Train Staff: Educate team on third-party communication procedures

Communication Procedures

  • Initial Contact: How to reach third-party relationship manager
  • Escalation Process: Steps to escalate when initial contact fails
  • Response Timeframes: Expected response times for different issue types
  • Documentation Requirements: What to document during communications
  • Follow-up Procedures: How to track issue resolution

Key Success Factors

  1. Clear Procedures: Well-defined communication and escalation procedures
  2. Current Contacts: Up-to-date contact information for all third parties
  3. Policy Integration: Third-party protocols integrated into incident response
  4. Staff Training: Team understands and follows communication procedures
  5. Documentation: Complete records of all third-party communications

Common Pitfalls to Avoid

  • Outdated Contacts: Not maintaining current contact information
  • Unclear Procedures: Vague or confusing communication procedures
  • No Escalation: Missing escalation procedures for urgent issues
  • Poor Documentation: Not recording third-party communications

Third-Party Management

Incident Response

Risk Assessment

Access Management

Monitoring and Logging

Data Security

Third-Party Management

LS-26: Multi-Factor Authentication or VPN for Remote Access

Multi-factor authentication for administrative activities or VPN for remote access

TPM-02: Vendor Compliance Remediation

Vendor compliance violation notification, remediation plans, and termination procedures