Registration Documents
Treasury OpsOperationsRisk Management
🔑 Key Takeaway: Register every custodial account once, log every access change, snapshot security settings, and run quarterly reviews so classification and controls stay aligned with reality.
Use these standardized templates to register custodial accounts, track access changes, document security configurations, and perform quarterly reviews. Complete classification first so impact and operational type match the control matrix.
See also: Classification Framework and Enhanced Controls for High-Risk Accounts.
Registration Template
Use this template when initially documenting a custodial account.
CUSTODIAL ACCOUNT REGISTRATION
Account Name: [Descriptive name]
Custodian: [Provider name and legal entity]
Account ID: [Custodian reference number]
Network(s): [Bitcoin, Ethereum, etc.]
Registration Date: YYYY-MM-DD
Registered By: [Name]
CLASSIFICATION
Impact Level: [Low / Medium / High / Critical]
Operational Type: [Cold Vault / Warm Storage / Active Operations / Time-Critical]
Justification:
- Financial exposure: $XXX,XXX,XXX
- Operational dependency: [Description]
- Recovery time objective: [X hours/days]
ASSETS CONTROLLED
Asset | Network | Value | Purpose
--------|----------|-----------|------------------------------
BTC | Bitcoin | $XXX,XXX | [Reserve/Trading/Operations]
ETH | Ethereum | $XXX,XXX | [Reserve/Trading/Operations]
USDC | Ethereum | $XXX,XXX | [Reserve/Trading/Operations]
CUSTODY MODEL
Type: [Qualified Custodian / Co-managed / MPC Platform]
Key Management: [MPC 3-of-5 / Multi-sig 2-of-3 / HSM]
Key Control: [Custodian only / Co-managed / Client-controlled]
Recovery Capability: [Yes - describe / No]
INITIAL ACCESS SETUP
Primary Administrator: [Name, added YYYY-MM-DD]
Initial Approvers: [Names, added YYYY-MM-DD]
Note: Complete access details documented in Access Change Template
Note: Security configuration documented in Security Configuration Template
ATTESTATION
This account [meets / deviates from] security standards for its classification.
[If deviation: Explain gap and compensating controls]
CONTACTS
Security Owner: [Name, email, phone]
Backup Contact: [Name, email, phone]
Custodian Support: [Name, email, phone]
Last Updated: YYYY-MM-DD
Updated By: [Name]
Access Change Template
Use this template when modifying user access to a custodial account.
CUSTODIAL ACCOUNT ACCESS CHANGE
Account Name: [Name]
Custodian: [Provider]
Account ID: [Reference]
Change Date: YYYY-MM-DD
Changed By: [Name]
ACCESS MODIFICATIONS
Additions:
Name/Role | Access Level | MFA Method | Justification
----------|--------------|----------------|------------------------------
[Name] | [Approver] | [Hardware key] | [Reason for addition]
Removals:
Name/Role | Access Level | Removal Reason
----------|--------------|-------------------------------
[Name] | [Approver] | [Personnel change / Security / Other]
Permission Changes:
Name/Role | Old Level | New Level | Justification
----------|-----------|-----------|---------------------------
[Name] | [Initiator] | [Approver] | [Reason for elevation]
CURRENT ACCESS LIST (after changes)
Name/Role | Level | MFA Method | Device ID
----------|-----------|---------------|---------
[Name] | Admin | Hardware key | [ID]
[Name] | Approver | Hardware key | [ID]
[Name] | Approver | Hardware key | [ID]
[Name] | Initiator | TOTP | [ID]
VERIFICATION
[ ] All removed users confirmed deactivated in custodian platform
[ ] All new users completed MFA setup
[ ] Access permissions tested and verified
[ ] Emergency contacts updated
[ ] Documentation updated in [location]
APPROVALS
Requested By: _________________ Date: _______
Approved By: _________________ Date: _______
Security Review: _________________ Date: _______
Change Ticket: [Reference number if applicable]
Security Configuration Template
Use this template to document detailed security settings. Complete this after initial account registration.
CUSTODIAL ACCOUNT SECURITY CONFIGURATION
Account: [Name]
Custodian: [Provider]
Last Configuration Update: YYYY-MM-DD
Configured By: [Name]
AUTHENTICATION SETTINGS
Multi-Factor Authentication:
Role | Primary Method | Backup Method | Enrollment Status
Administrator | Hardware key + biometric | Hardware key + PIN | [Active]
Approver | Hardware key | TOTP + SMS | [Active]
Initiator | Hardware key or TOTP | SMS | [Active]
Viewer | TOTP | SMS | [Active]
Session Controls:
- Timeout: [X minutes]
- Re-auth required for: [High-value transactions, policy changes, user management]
- Concurrent sessions: [Allowed/Blocked]
ACCESS CONTROL
Current User List:
Name/Role | Level | MFA Method | Device ID | Added Date
----------|----------|--------------|----------|------------
[Name] | Admin | Hardware key | [ID] | YYYY-MM-DD
[Name] | Approver | Hardware key | [ID] | YYYY-MM-DD
[Name] | Approver | Hardware key | [ID] | YYYY-MM-DD
Note: Track all access changes using Access Change Template
Approval Thresholds:
Transaction Value (% of Total Assets) | Required Approvers | Time Delay | Additional Requirements
<0.1% | 1 | None | MFA
0.1% - 1% | 3 | 4 hours | MFA
1% - 10% | 4 | 24 hours | Multi-channel confirmation, test transaction
10% - 25% | 5 | 24 hours | Multi-channel confirmation, test transaction
>25% | 7 | 48 hours | Multi-channel confirmation, test transaction
Separation of Duties:
[ ] Initiators cannot approve own transactions
[ ] Admins cannot unilaterally execute withdrawals
[ ] Minimum [X] unique approvers required
NETWORK RESTRICTIONS
IP Whitelist:
XXX.XXX.XXX.XXX - [Office Location]
XXX.XXX.XXX.XXX - [VPN Range]
XXX.XXX.XXX.XXX - [Backup Location]
Change Approval: [24 hour delay / XX approvers required]
Emergency Override: [Process description]
VPN Requirement: [Mandatory / Optional]
Geographic Restrictions: [Blocked countries/regions]
Device Fingerprinting: [Enabled / Disabled]
TRANSACTION POLICIES
Address Whitelisting:
Status: [Enabled / Disabled]
Current Addresses: [XX addresses]
Addition Process: [XX approvers, YY hour delay]
Review Schedule: [Monthly / Quarterly]
Transaction Limits:
Limit Type | Amount | Override Process
------------------|----------|-----------------
Single Transaction | $XXX,XXX | [Authorization required]
Hourly Aggregate | $XXX,XXX | [Authorization required]
Daily Aggregate | $XXX,XXX | [Authorization required]
Weekly Aggregate | $XXX,XXX | [Authorization required]
Monthly Aggregate | $XXX,XXX | [Authorization required]
Time-Lock Settings:
Change Type | Delay Period
-------------------------------------|-------------
New address addition | XX hours
Policy modification | XX hours
High-value transaction (>$XXX,XXX) | XX hours
MONITORING & ALERTS
Real-Time Alerts:
Type | Enabled
---------------------------|--------
All outgoing transactions | [ ]
New device login | [ ]
Failed authentication attempts (>X) | [ ]
Policy violations | [ ]
Large transactions (>$XXX,XXX) | [ ]
Unusual access times | [ ]
New geographic location | [ ]
Alert Routing:
Severity | Contact | Method | Response Time
---------|------------------|-------------|--------------
Critical | [Name, phone] | SMS + Call | <15 min
High | [Name, phone] | SMS + Email | <1 hour
Medium | [Name, email] | Email | <4 hours
VERIFICATION
[ ] All settings tested and operational
[ ] Alert routing verified
[ ] User access confirmed
[ ] Documentation stored in [location]
Configured By: _________________ Date: _______
Reviewed By: _________________ Date: _______
Approved By: _________________ Date: _______
Quarterly Review Template
Use this template for regular security reviews of custodial accounts.
CUSTODIAL ACCOUNT QUARTERLY REVIEW
Account: [Name]
Custodian: [Provider]
Review Period: [Q1/Q2/Q3/Q4 YYYY]
Review Date: YYYY-MM-DD
Reviewed By: [Name]
ACCESS AUDIT
Current Users:
Name/Role | Level | Last Login | MFA Status | Action Required
[Name] | Admin | YYYY-MM-DD | Active | None
[Name] | Approver | YYYY-MM-DD | Active | None
[Name] | Approver | Never logged in | Inactive | Remove access
Access Changes This Quarter: [X additions, Y removals, Z modifications]
Findings:
[ ] All users still require current access level
[ ] No dormant accounts (>90 days inactive)
[ ] MFA functioning for all users
[ ] No unauthorized access detected
Actions Required:
- [List any access to be removed/modified]
- [List any policy updates needed]
TRANSACTION REVIEW
Transaction Volume:
- Total transactions: [X]
- Average per month: [Y]
- Largest transaction: $XXX,XXX
- Total outflow: $XXX,XXX
Pattern Analysis:
[ ] Transactions within expected parameters
[ ] No unusual transaction patterns detected
[ ] All large transactions properly authorized
[ ] Test transactions performed correctly
Anomalies Detected:
- [List any unusual activity or violations]
SECURITY CONFIGURATION
Whitelist Review:
- Current addresses: [X]
- Addresses added this quarter: [Y]
- Addresses to remove: [Z]
- Review complete: [Yes/No]
Spending Limits:
Current | Actual Usage | Status
Single: $XXX,XXX | Max: $XXX,XXX | [Appropriate / Adjust]
Daily: $XXX,XXX | Avg: $XXX,XXX | [Appropriate / Adjust]
Monthly: $XXX,XXX | Avg: $XXX,XXX | [Appropriate / Adjust]
Findings:
[ ] Limits appropriate for current usage
[ ] No limit breaches this quarter
[ ] IP whitelist current and accurate
[ ] Time-locks functioning properly
ALERT EFFECTIVENESS
Alerts This Quarter:
Type | Count | False Positive Rate
Critical | [X] | [Y%]
High | [X] | [Y%]
Medium | [X] | [Y%]
Response Times:
Severity | Target | Actual Average | Status
Critical | <15 min | [X min] | [Met/Missed]
High | <1 hour | [X min] | [Met/Missed]
Medium | <4 hours | [X hours] | [Met/Missed]
Findings:
[ ] Alert routing working correctly
[ ] Response times meeting SLAs
[ ] No missed critical alerts
Actions Required:
- [Adjust alert thresholds if needed]
- [Update contact information]
CUSTODIAN RELATIONSHIP
SOC Reports: [Current / Expired - date]
Security Incidents: [Any custodian-wide incidents this quarter]
Service Quality: [Any issues or concerns]
Communication: [Regular contact maintained]
RISK ASSESSMENT UPDATE
Classification Review:
Current: [Impact Level / Operational Type]
Still Appropriate: [Yes / No]
If No, Recommended Change:
New Classification: [Level / Type]
Justification: [Explain change in risk profile]
Asset Value Change: [% increase/decrease]
Operational Change: [Any significant changes in usage]
RECOMMENDATIONS
Security Improvements:
1. [Recommendation]
2. [Recommendation]
3. [Recommendation]
Operational Improvements:
1. [Recommendation]
2. [Recommendation]
ATTESTATION
This account [continues to meet / deviates from] security standards.
[If deviation: Describe and provide remediation plan]
APPROVALS
Reviewer: _________________ Date: _______
Security Officer: _________________ Date: _______
Treasury Lead: _________________ Date: _______
Next Review Due: YYYY-MM-DD