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Communication

Communication and coordination is important since every unit (e.g., college, division, department, etc.) will be involved in some capacity with the IT risk assessment process.

The IT Risk and Compliance team will communicate primarily with the Risk Assessment Coordinators (RACs) for each unit when it comes to official communication about the process. It is their responsibility to disseminate the appropriate information to anyone that will be participating in the process.

The IT Risk and Compliance team will communicate with anyone that is involved in the process when they have questions.

There are certain situations where the IT Risk and Compliance team will directly contact those directly involved with the situation.

Email​

Group mailbox​

A group mailbox (tamu-it-ra@tamu.edu; alias ra@tamu.edu) has been set up to be used for the annual IT risk assessment process and is monitored by multiple people within the IT Risk and Compliance team. Email concerning the IT risk assessment process should not be sent to personal email addresses of the staff within the IT Risk and Compliance team.

Email sent from tamu-it-ra@tamu.edu (alias ra@tamu.edu) will be used for the official communication about the IT risk assessment process.

From line: tamu-it-ra@tamu.ed or ra@tamu.edu The Subject line will include “{year} IT risk assessment process” as a prefix

  • “Action Required” or “Informational”

Automated Notification email​

Automated notification messages will be sent from the eGRC tool to the appropriate personnel to notify when:

  • It is time for them to complete their step within the tool.
  • They receive a message through one of the chat features within the tool.

Notification email will come from a do not reply.

Microsoft Teams​

A Teams Team has been set up which users are encouraged to use and monitor.

Personnel required to participate in the process will have access to the Teams team. Some channels will be public to disseminate information for everyone and some channels will be private based on the unit (e.g., department, college, school, division).