I've added a quick initial analysis. It would be good with more usage scenarios which we could compare.

@Historiker If the board has any special needs/thoughts about this that would also be good to capture.

Collaborative inboxes: T197864#5210022.

@Historiker per your questions.

• E-mails from users outside of the group: It is possible to allow e-mails from outside of the group. You can further set it up so that such e-mails have to be handled by a moderator before being sent to the whole group.
• Access: Basic access would be set to the styrelse group. Out of this group of users one or two users would be given moderation rights (to check emails from the outside).
  • Super-admins (me+Sebastian+john) will always be able to view the messages by going to the web interface via the settings menu. It also looks as though we can create messages in the group using the same interface. I've sent a message to support to see if it is either possible to limit access further or if it's at least possible to monitor when/if admins view the messages.
  • Note that in practice this doesn't change things significantly compared to how it works today. The users with server access can likely read through all the e-mails directly on the server.

Got a reply from Google.

There is no way of preventing a super-admin from having access, nor is there a way of monitoring if they use that access.

What we can do is reduce the number of superadmins and instead create an admin role without that particular access. There would always be (at least) one such account though.

Theoretically we could have a setup where there is a superadmin account that ia separate to any user account. It might then be possible to monitor any login to that account, but of course once logged in it still comes down to trust since you cannot se if they read any messages.

An aside on non-internal mailing lists can not easily be made joinable and searchable by non-members (people without gsuite accounts) without us changing the global access setting for the whole domain. Which we should not do.

The good thing is that the only such list we have left is wlm-se, which doesn't seem to be in use (ping @AxelPettersson_WMSE )

I suggest we go with Gsuite, despite the problem you pointed at.

In T198679#5822215, @Lokal_Profil wrote:

The good thing is that the only such list we have left is wlm-se, which doesn't seem to be in use (ping @AxelPettersson_WMSE )

Axel replied that it is no longer in use

In T198679#5822269, @Jopparn wrote:

I suggest we go with Gsuite, despite the problem you pointed at.

I agree. I checked with WMDE and they use the same setup. As for SuperAdmins being able to access that is covered by a combination of contractual clauses and criminal law.

In T198679#5822269, @Jopparn wrote:

I suggest we go with Gsuite, despite the problem you pointed at.

I agree. I checked with WMDE and they use the same setup. As for SuperAdmins being able to access that is covered by a combination of contractual clauses and criminal law.

What we should do at the same time is review who has this access and if any should be removed (I would still want at least two people for bus factor reasons)

Next steps (to be turned into tasks)

1. Look into archive migration (a quick search suggests it's definitely doable)
2. Look at what suitable new list names will be. [Since we are switching from @styrelse.wikimedia.org anyway and there has been some confusion around the naming of two of the lists in the past.]
   1. Look if any of those are already aliases and if so remove them from the routing mappings [I know styrelse@ is]
3. Switch over the office list to use groups. [Less traffic than board group with a natural fallback (hangout) should everything go tits up]
4. Look into adding the old mailing list as a recipient in a group (to maintain an archive should we decide this works badly) [not needed for office list but rather for the board list]
5. Look into forwarding e-mails directed at the old addresses to the new mailinglists [also ok if this only happens when board gets switched over, likely needed since gsuite will take over routing of that subdomain]
6. Revise who has super-admin access [also ok to happen after office gets switched over but before board gets it][might already be a task for this]

Also update T195596: WMSE e-mail restructure to remove potential overlaps with that list

I created a task for moving the office mailing list: T304157.

(From description):

• Google would gain access to the communications

More access than they would have anyway? We still use Gmail either way.

In T198679#7788551, @Sebastian_Berlin-WMSE wrote:

(From description):

• Google would gain access to the communications

More access than they would have anyway? We still use Gmail either way.

This was before the board moved over to gmail I believe