Policy for Email Maintenance

All current students and employees are advised to use their institute email ID and its linked storage for all Google services such as Gmail, Drive, Photos etc. discreetly. To reduce storage usage on their Google accounts, users should forward unimportant or storage-intensive emails to their Microsoft Office-linked account, which has already been provided by the institute. Microsoft account includes 100 GB of email storage and 1 TB of OneDrive space. The institute may renew the Microsoft Office subscription periodically.

1. Employees / Alumni
  • Institute email accounts will be placed in view-only mode one (1) month after an employee/alumnus leaves the Institute.
  • These accounts will be permanently deleted after one (1) year.
  • Users are strongly advised to take a backup of their Institute email account and associated Google services (Gmail, Drive, Photos, etc.) before this period.
  • Once deleted, the account and all linked data cannot be retrieved or restored.

Please note: This policy has been introduced due to cybersecurity concerns and to prevent potential misuse of Institute email accounts. Recently, there have been cases where accounts were misused for creating suspicious registrations on cloud services, online portals, and engaging in discussions on various social media platforms.

2. Email Accounts for Project & Temporary Staff 
  • Account Creation & Extension
    • Email accounts will be issued to project and temporary staff upon receiving a request from the concerned Supervisor/PI.
    • Project and temporary staff require annual email extension approval until project expiry, for which the Supervisor/PI must inform CCIS at help.email@iitbhu.ac.in
  • Account Closure
    • If a project/temporary staff member leaves, the associated email account will be permanently deleted.
    • The Supervisor / PI must promptly notify CCIS at help.email@iitbhu.ac.in to ensure timely closure and prevent misuse.
3. Unaccounted, Suspicious, or Inactive Accounts

Email accounts with generic or suspicious-looking names, or those that have not been accessed in the past 1 year, will be permanently deleted as part of routine maintenance.

Please note that CCIS will not issue new email accounts for those that are deleted under this policy.

4. Email ID and Its Suffix

i. Naming of email and their suffix will be decided by CCIS based on convention being followed by them, for homogeneity and maintenance purposes.

ii. Requests for any generic new email Ids should also contain the duration for which it is required. Such emails will be disabled by CCIS, in absence of renewal or notification by associated personnel for its termination. By default, these accounts will be considered valid for 1 year.

The Institute regularly reviews and updates its Email Maintenance Policy. The current version is effective since September 2025.