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Email ID Management

Document ID: SOP-EMAIL-GROUP-v1.0

Scope: All OX Group Companies

Effective Date: January 6, 2026

Review Date: January 6, 2027

Document Owner: HR Department - OX Group

Approved By: Management

Status: ACTIVE

1. Purpose & Scope​

1.1 Purpose​

This SOP establishes standardized email naming across OX Group to ensure:

  • Consistency
  • Professional identity
  • Simple duplicate handling
  • Security compliance
  • Scalability

1.2 Scope​

Applies to:

  • All OX Group companies (OX Infy, OX Agry, future entities)
  • All employee types (interns, permanent, contract, consultants)

Excludes:

  • Personal emails
  • Vendor emails
  • System accounts

2. Policy Statement​

HR is the sole authority for creating, modifying, suspending, and deactivating employee email accounts.

Non-compliance may delay onboarding or trigger corrective action.

3. Standard Email Format​

3.1 Employee Format​

firstname.lastnameinitial@companydomain.com

3.2 Intern Format​

firstname.lastnameinitial.<companydomain>@gmail.com

3.3 Rules​

  • Legal first name from Aadhaar
  • First letter of last name only
  • Lowercase only
  • One dot separator
  • No spaces, special characters, or nicknames

3.4 Examples​

NameEmail
Priya Nairpriya.n@oxinfy.com
Santhosh Kumar Rajasanthoshkumar.r@oxinfy.com
Ravi Krishnanravi.k@oxagry.com

3.5 Name Extraction Priority​

  1. Aadhaar Card
  2. PAN Card
  3. Educational certificates

Note: Special handling for single names and multiple middle names (first name + last initial only).

4. Duplicate Resolution​

4.1 Allowed Method​

Add numeric suffixes starting at 1:

firstname.lastnameinitial1@domain.com

4.2 Strictly Prohibited​

MethodStatus
Full last namesNot Allowed
Middle name usageNot Allowed
Department namesNot Allowed
Birth yearsNot Allowed
NicknamesNot Allowed

4.3 Cross-Company Rule​

Duplicates tracked per company domain, not group-wide.

5. Display Name Policy​

5.1 Format​

Full Legal Name in Title Case

5.2 Rules​

  • Use Aadhaar legal name
  • Middle name optional
  • Professional naming only

Example:

From: Priya Nair <priya.n1@oxinfy.com>

5.3 Display Name Changes​

Display names may change for:

  • Marriage
  • Legal name changes
  • Spelling corrections

Note: Email IDs remain permanent.

6. Security Requirements​

  • Strong HR-generated passwords
  • Password change recommended on first login
  • 2FA is mandatory within 24 hours
  • Recovery email set to HR

7. Email Lifecycle​

7.1 Creation​

HR creates after joining; credentials shared on Day 1.

7.2 Suspension​

Requires HR + Manager approval for:

  • Leave
  • Security issues
  • Discipline

7.3 Deactivation Timeline​

DayAction
Day 0Email active
Day +1Auto-reply enabled
Day +7Forwarding to manager
Day +30Data archived
Day +31Account deactivated

8. Domain Policy​

8.1 Company Domains​

CompanyDomain
OX Infy@oxinfy.com
OX Agry@oxagry.com
Future entities@ox[companyname].com

8.2 Intern-to-Employee Conversion​

  • Same domain: Email unchanged
  • Separate intern domains: New email with forwarding

9. Roles & Responsibilities​

9.1 HR​

  • Email creation/deactivation
  • Duplicate checks
  • Registry maintenance
  • 2FA tracking

9.2 Employees​

  • Credential security
  • 2FA enablement
  • Official use only

9.3 IT​

  • Infrastructure and security support

9.4 Management​

  • SOP approval and enforcement

10. Exceptions & Escalation​

10.1 Exception Criteria​

Rare exceptions require management approval for:

  • C-level roles
  • Legal/regulatory reasons
  • Acquisitions
  • Technical constraints

10.2 Escalation Path​

HR → Department Head → Management

11. Compliance & Review​

11.1 Frequency​

TypeFrequency
HR checksMonthly
Management reviewQuarterly
SOP reviewAnnual

11.2 Targets​

  • 100% email format compliance
  • 100% 2FA compliance

Contact​

For email-related queries: