The NTA has outlined comprehensive guidelines for managing email accounts under its IT Policy, 2080. These guidelines aim to ensure professional communication, secure email usage, and consistent email identity across the organization. The policy focuses on creating, managing, and using official email accounts, which operate under the primary domain, @nta.gov.np, or its approved subdomains.
The email account policy categorizes email accounts into three types: Functional Email, Personal Email, and Group Email. These classifications streamline communication and allocate responsibilities effectively across various organizational roles.
Types of Email Accounts
NTA’s email policy clearly defines three types of email accounts, each serving specific purposes:
Functional Email
- Functional emails are created for specific purposes or tasks within the organization.
- Their creation requires approval from the Chairman, ensuring accountability and alignment with organizational needs.
- Once created, functional emails are handed over to the respective division or section. The IT Division maintains detailed records of these handovers, as outlined in Annex-3.
Personal Email
- Personal emails are assigned to the Chairman, members, and employees for official use.
- The email format follows a specific structure: Initial of the first name + Initial of the middle name (if any) + Last name + @nta.gov.np
- If the email ID conflicts with an existing one, the IT Division collaborates with the concerned individual to create a unique identifier.
- Personal emails do not require Chairman approval and are handed over after proper record-keeping, as specified in Annex-4.
Group Email
- Group emails are created to facilitate communication within designated groups or teams.
- These emails are structured based on job designations or service groups, enabling efficient dissemination of information to relevant personnel.
Role of the IT Division
The IT Division plays a central role in managing email accounts and ensuring proper implementation and adherence to the policy. Key responsibilities include:
- Creating, modifying, deactivating, and deleting email accounts as needed.
- Maintaining accurate records of all email accounts and their handover details.
- Ensuring all email accounts comply with NTA’s professional and secure communication standards.
Streamlining Communication Across the Organization
The structured approach to email management under NTA’s policy fosters consistency and security. By categorizing email accounts and assigning clear responsibilities, the organization ensures that all communication channels operate efficiently and professionally.
In Part 2, we will explore the policy’s implications for security and record-keeping and its role in reinforcing NTA’s digital identity.
Security and Management of Email Accounts
NTA’s Email Account Policy emphasizes robust security measures to safeguard official communication. The organization ensures that all email activities remain secure and aligned with its operational objectives by enforcing strict guidelines for creating, maintaining, and deactivating email accounts.
Account Creation and Handover
- The IT Division ensures all email accounts are created with proper authorization and records are meticulously maintained.
- For functional emails, detailed handover records include the purpose of the email, the responsible department or section, and the employee managing it, as outlined in Annex-3.
- Personal emails follow a similar record-keeping process specified in Annex-4, ensuring transparency and accountability.
Modification and Deactivation
- The IT Division handles modifications to existing email accounts based on organizational requirements.
- Deactivation and deletion processes are initiated when an employee leaves the organization or when an email account is no longer required, ensuring that inactive accounts do not pose security risks.
Streamlining Professional Communication
The structured email policy supports NTA’s vision of maintaining professionalism in all its communications. Here’s how the policy ensures streamlined and secure email usage:
Consistency in Communication
- The use of the primary domain, @nta.gov.np, ensures a unified identity across all official communication channels.
- The policy facilitates the appropriate use of resources, whether for individual tasks, group coordination, or organizational announcements, by categorizing email accounts.
Ease of Access and Usability
- Group emails, designed based on job designations and service groups, enable seamless information sharing within specific teams.
- The clarity in the email format (e.g., initials + last name) reduces confusion and ensures easy identification of senders.
Impact of the Policy on Organizational Efficiency
NTA’s Email Account Policy significantly contributes to the organization’s operational efficiency:
- Enhanced Security: The organization minimizes the risk of misuse or unauthorized access by maintaining clear records and requiring approval for functional emails.
- Improved Accountability: Detailed handover records for all email accounts ensure that responsibilities are well-defined and traceable.
- Professionalism and Branding: The consistent use of the primary domain across all communications reinforces NTA’s identity as a cohesive and professional organization.
Source: Information Technology Policy of NTA, 2080 (2023)
