I. INTRODUCTION
Per Google Workspace Acceptable Use Policy, multiple individuals may not share access to an account, and accounts may not be assigned to business functions, rather than to human beings for the purpose of sharing files within or outside the domain. An email account should be tied to a single user for a specific job function.
II. SCOPE
This policy only applies to accounts that require Google Workspace access.
III. POLICY
In accordance with Google’s best practice, generic email accounts may no longer be created. Google Groups must be used for generic email access. Google Groups are designed for shared access, allowing multiple team members to send and receive emails for a specific function or department. A Group Owner controls the groups setting as well as group membership, easily adding or removing users as roles change without affecting individual accounts. This method provides greater accountability and more robust access management. In the past, delegation has been used to allow multiple people to access these accounts, however this approach creates a single point of failure and does not scale efficiently