Define policy for instructlab.ai Google account usage

[russellb]

I noticed several individuals listed on a meeting invite on the community calendar using user@instructlab.ai addresses. My understanding is that these accounts exist as necessary to manage the instructlab.ai Google workspace.

I suggest a policy is needed for how these accounts are managed. I see two options:

Option 1:

• Create a policy that clarifies that these accounts are for Google Workspace administration purposes only and not to be used otherwise (not for individual email, calendar, etc purposes)

Option 2:

• Create a policy that clarifies who is eligible to get an account
• Define the procedure for requesting an account under that eligibility
• Write down any expectations on limitations of their use (general purpose personal email presumably out of scope, for example)

[lhawthorn]

This is a great point and the truth is option 1, but we should document it. Tangentially related to this is #223

[wking]

Tangentially related to who can post as group. These docs point out "post as group" means "posting messages from the group’s email address", and I expect this issue is more about $PERSON@instructlab.ai, and not $GROUP@instructlab.ai, but both touch on sending email from @instructlab.ai, so possibly worth some cross-refs or something in any docs landed to address this issue.

[github-actions]

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