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Understanding Position-Based Shared Mailboxes at JRS

At JRS, we use shared mailboxes for position-based communication. These mailboxes ensure consistent and readily available access to information related to specific roles, regardless of who currently holds that position.

Position-Based Shared Mailbox Naming Convention

Position-based mailboxes follow the format: [3-letter ISO country code].[short department code].[short job title] @ jrs.net. For example, the Finance Director for Lebanon would request a shared mailbox named lbn.fin.director@jrs.net. Each of the elements should be in English. For example, Human Resources (HR). In countries where the local short name may be different, an alias for the position-based shared mailbox can be created. For example, the HR director in Colombia would have a shared mailbox of col.hr.director@jrs.net; however, an alias of col.rh.director@jrs.net can be created. Similarly, country of director of JRS France might want to have an alias of fra.directeur@jrs.net. 

Key Features & Usage:

• Shared Access: These position-based shared mailboxes are designed to be shared with multiple users, including supervisors, enabling seamless collaboration and continuity of communication. 
• Employee Turnover: When an employee leaves a position, the postion-based shared mailbox remains active and can be reassigned to the new employee assuming that same role. This avoids disruption and maintains a consistent communication point.
• GDPR Compliance – Personal Accounts are Different: Crucially, your personal email account (firstname.lastname@jrs.net) and any aliases associated with it cannot be shared with anyone. These accounts hold personal data and are subject to strict GDPR regulations. Sharing them without your express, written consent would violate these regulations and is not permitted. Similar to OneDrive and SharePoint usage, users may copy the emails they wish to share from the user's personal name-based account to a position-based shared mailbox.

In short, position-based shared mailboxes ensure consistent communication for roles. Name-based user mailboxes protect an individual's personal data under GDPR.