Seeking Guidance on Employee Email ID Policies: How Do Top IT Companies Manage Creation and Deletion?

Can anyone help me with the policy on email ID creation and deletion for employees? I would appreciate policies from top IT companies.

Regards,
Sunil

Please set the standards based on what is required in your organization. Identify the process of ID creation and any cost attached to it. Now define who should have the official email ID, based on the cost and the requirement. If there are no costs involved, figure out the do's and don'ts for email usage. That should help you determine the allocation better.

Finally, for deletion, there can be only one reason, and that is the end of employment of the employee with the firm. While setting the guidelines, please consider certain technicalities, such as access to the content of the mailbox once the employee leaves. There might be a few roles that will require reference to those communications. Most organizations cover this in their policy for internal usage for IT and infrastructure. Hence, look for it accordingly.

Regards

Creation and Deletion of Employee Office Emails

There is no specific policy for the creation and deletion of employee office emails. This task falls under the Information Technology (IT) department, which operates based on standing instructions or orders from the HR department. The HR department is responsible for maintaining employee files and data when an employee joins or leaves the organization.

When an employee joins, the HR department or personnel requests the IT department to create an office email for the new employee. Similarly, they request the deletion of the email when the employee leaves the organization (Exit Clearance) or is no longer part of the organization.

Secondly, it also depends on the Head of Department (HOD), boss, or supervisors to decide who should be offered an office email, based on the nature of work and the need for email communication.

I hope I am clear and you got the answer.