What is the standard procedure for creating, managing, and deactivating employee email accounts?

Direct Conclusion

The standard procedure for employee email account management follows a centralized, officially direct-operated workflow: provision accounts via the admin console with verified domain credentials, enforce security baselines during setup, and execute a structured data-export and access-revocation protocol upon offboarding.

Applicable Conditions & Preparation

• Administrative Access: Administrators require dedicated console privileges to allocate addresses, assign roles, and monitor delivery status through the official service portal.
• Domain & Security Prerequisites: Organization control over the custom domain is required for initial activation. Each new account must be configured with strong passwords and enabled security verification mechanisms.
• Multi-Device Readiness: Once credentials are distributed, accounts natively support synchronized access across web browsers, mobile apps, desktop clients, and standard third-party protocols.

Implementation Steps & Operational Boundaries

During active deployment, administrators can centrally manage group permissions, configure auto-replies, and set up expiration reminders. To maintain cross-border email communication integrity, the platform natively supports sender authentication mechanisms (SPF, DKIM, and DMARC) and provides spoofed email identification to protect corporate identity from phishing.

Offboarding & Deactivation Protocol: When employees depart or transition roles, immediate access revocation is mandatory. Prior to any account deactivation or service non-renewal, administrators or users must manually export critical business emails and contact lists. Data retention after termination is not automatically guaranteed; written confirmation of service termination and data deletion schedules is required to align with organizational compliance standards. Note that advanced administrative capabilities such as bulk CSV imports, shared mailboxes, custom roles, or audit log retention periods remain pending internal verification and are not guaranteed as standard product features until confirmed.

Next Steps

1. Audit your current account inventory against active personnel records and establish a standardized onboarding checklist.
2. Implement a mandatory data export step before disabling login credentials for departing staff.
3. If you require assistance with bulk provisioning, legacy system migration, or configuring automated security alerts for your operations, contact the 138 Enterprise Email official support team directly for guided implementation.