Already you’ve gotten some good feedback I won’t repeat. I’ll add that here we consider email and file access as separate (and separable) decisions.
We have a few volunteers that have a true need for a church email account. For example, we have a volunteer who represents the church to Mandarin speaking families. Because of her spiritual and language gifts and abilities, she is the perfect person to fulfill this ministry. Also, because she has an official church email address it sets visitors at ease. Finally, we have an official record of these conversations. Of course, instructions and safeguards need to go along with the issuing of the email.
Similarly, we have a few volunteers that volunteer time to performing some tasks that require access to specific records/documents on the church file server. We always assess the business need, provide them access ONLY to those records, and generally require they be onsite using church computers to do so.
Having said that, as expressed in another topic I posted, I’m currently looking for answers for providing robust and secure file share collaboration with groups that have staff and volunteers in leadership together and require ongoing collaboration. One example everyone can relate to is the church board.
Bottom line is each circumstance requires some deep thinking.