Email Identity and Digital Access Policy (EIDAP)

Email Identity and Digital Access Policy (EIDAP)

Addendum to the IJBMRS Charter

Effective Date: 08 January 2026
Issuing Authority: Office of the Chairperson, IJBMRS
Administrative Authority: IJBMRS Research Secretariat (under Office of Research Secretariat(s), Ahmedabad Centre for Research Innovation)

1. Purpose

The Email Identity and Digital Access Policy (EIDAP) is established to regulate the issuance, use, control, monitoring, and withdrawal of IJBMRS official email identities and related digital access.

This policy ensures that possession of an official email identity or digital access does not imply authority, permanence, employment, or decision-making power, and that all such access remains strictly role-bound and time-bound.

2. Scope of Application

2.1 This policy applies to all non-editorial roles, including but not limited to:

• Regional Secretaries

• Research Secretaries

• Coordinators

• Representatives

• Advisors (non-executive)

2.2 This policy applies to:

• Official IJBMRS email accounts

• Email aliases and forwarding addresses

• Access to internal digital systems, files, and shared resources

3. Core Principle: Access does not equal authority

3.1 Provision of an IJBMRS email address or digital access:

• does not confer authority;

• does not imply permanence;

• does not indicate employment or contractual relationship;

• does not expand the scope of the assigned role.

3.2 All authority remains governed strictly by the IJBMRS Charter and applicable policies.

4. Permitted email identity formats

4.1 Subject to institutional discretion, a non-editorial appointee may be provisioned with an official IJBMRS email identity in one of the following formats:

• @secretary.ijbmrs.org

• @secretary-x.ijbmrs.org, where x is an internal contact identifier and may range alphabetically from a to z

4.2 Allocation of any email identity:

• is conditional;

• is role-linked;

• is time-bound;

• creates no entitlement.

5. Conditions precedent to email provisioning

5.1 No email identity shall be issued unless:

• the role has been formally activated under the Role Acceptance and Activation Policy;

• acceptance documentation is complete;

• the term of office is formally recorded.

5.2 Email provisioning may be delayed, limited, or denied without explanation if deemed necessary for institutional integrity.

6. Mandatory usage rules

6.1 Official email identities may be used only for:

• facilitative communication within the approved role scope;

• circulating approved announcements and materials;

• correspondence expressly authorized by IJBMRS.

6.2 The following are strictly prohibited:

• issuing instructions or directives;

• making commitments, assurances, or representations;

• communicating on editorial, ISSN, DOI, indexing, policy, or governance matters;

• engaging in disputes, escalations, or adversarial communication.

7. Mandatory email disclaimer

7.1 All emails sent from non-editorial IJBMRS email identities must include the following disclaimer, or an IJBMRS-approved equivalent:

“This email account is issued for facilitative communication only. Use of this address does not confer authority, decision-making power, or institutional representation beyond the defined scope of the assigned role.”

7.2 Removal, alteration, or omission of the disclaimer is prohibited.

8. Access duration and auto-expiry

8.1 All email identities and digital access are time-bound.

8.2 Email access shall:

• automatically expire upon completion of the approved term;

• be suspended immediately upon suspension or discontinuation;

• be withdrawn upon non-renewal without requirement of notice.

8.3 Continued use after expiry constitutes unauthorized access.

9. Monitoring and control

9.1 IJBMRS reserves the right to:

• monitor usage for compliance;

• restrict features or access levels;

• suspend or revoke access at any time.

9.2 Monitoring is administrative in nature and does not require prior notice.

10. Consequences of misuse

10.1 Misuse of email identity or digital access may result in:

• immediate access termination;

• role suspension or discontinuation;

• documentation of violation in institutional records;

• ineligibility for future non-editorial roles.

11. Authority and administration

11.1 The IJBMRS Research Secretariat is the sole authority for:

• provisioning and withdrawal of email identities;

• managing access duration and controls;

• issuing usage directives and compliance instructions.

11.2 The Editorial Office holds no authority or responsibility under this policy.

12. Interpretation and final authority

12.1 Interpretation of this policy rests exclusively with the Office of the Chairperson, IJBMRS.

12.2 This policy is binding on all current and future appointees.

12.3 This policy operates in conjunction with the IJBMRS Charter, the Role Acceptance and Activation Policy, the Official Representation and Public Claims Policy, and relevant addenda. In case of conflict, the Charter shall prevail.

Issued by:
Office of the Chairperson
International Journal of Business and Management Research Studies (IJBMRS)