Outline the types of ad-hoc emails, systems used to send, approvals

Why is this change being made?

Currently the systems used to send ad-hoc emails is not documented. We also need to establish an approval and notification process for emails that will be sent to large numbers of users.

Does this MR meet the acceptance criteria?

Conformity

• Added description to this MR explaining the reasons for the proposed change, per say-why-not-just-what