Add documentation about collection maintenance (#166)

Author: Ndpnt

content/collections/how-to/create-repositories.md

@@ -1,6 +1,6 @@
 ---
 title: Create repositories
-weight: 1
+weight: 2
 ---
 
 # How to create collection repositories

content/collections/how-to/create.md

@@ -1,6 +1,6 @@
 ---
 title: Create a collection
-weight: 3
+weight: 1
 ---
 
 # How to create a collection

content/collections/how-to/define-metadata.md

@@ -1,6 +1,6 @@
 ---
 title: Define metadata
-weight: 2
+weight: 3
 ---
 
 # How to define metadata

content/collections/how-to/take-over.md

@@ -0,0 +1,22 @@
+---
+title: Take over a collection
+weight: 4
+---
+
+# How to take over a collection
+
+Before starting, ensure the collection is either [abandoned]({{< relref "collections/reference/status#abandoned" >}}) or [terminated]({{< relref "collections/reference/status#terminated" >}}). In any case, keep all original licenses, history, and attributions.
+
+## Steps
+
+1. If the approval is not explicitly given in the collection's README, get it by contacting owners via email if publicly available, a GitHub issue on the collection repository or on the [community chat]({{< relref "federation/how-to/join" >}}).
+
+2. Ask the owners to transfer the repositories to your organization.
+
+3. Check that the transferred declarations, snapshots and versions repositories are [properly configured]({{< relref "/collections/how-to/create-repositories" >}}).
+
+4. Update the governance in the README files and in the [collection metadata]({{< relref "/collections/how-to/define-metadata" >}}) in the declarations repository.
+
+5. Set up continous integration and deployment to [deploy the collection]({{< relref "/deployment/how-to/deploy" >}}) on your servers.
+
+Congratulations and thanks! You are now officially maintaining the collection.

content/collections/how-to/terminate.md

@@ -0,0 +1,22 @@
+---
+title: Terminate a collection
+weight: 3
+---
+
+# How to terminate a collection
+
+If you don't have the resources to maintain a collection anymore, follow these steps to properly terminate it. This will make it clear to users and potential successors that it is no longer actively maintained and can be taken over.
+
+## Steps
+
+1. Announce the intention to terminate the collection in the [community chat]({{< relref "/federation/how-to/join" >}}) to inform users and make potential new maintainers aware. Give at least one month notice to that others have time to share their intention to take over the collection before proceeding to the next step.
+
+If no-one has come forward after one month, you can proceed to the next step.
+
+2. In the declarations repository's README, state that the collection is [terminated]({{< relref "collections/reference/status#terminated" >}}), encourage community to take it over. It can be done by adding the following snippet on the top of the file:
+
+> This collection is no longer actively maintained since `<date>`. New maintainers are encouraged to take over the operation of this collection in order to resume tracking its terms. Guidance on [taking over maintenance]({{< relref "collections/how-to/take-over" >}}) can be found in the Open Terms Archive documentation, and help is available in the Open Terms Archive [community chat]({{< relref "/federation/how-to/join" >}}).
+
+3. [Archive](https://docs.github.com/en/repositories/archiving-a-github-repository/archiving-repositories) the collection's repositories (declarations, snapshots, versions) to prevent further commits and signal the end of activity.
+
+Congratulations, the collection is now officially terminated! Thank you for clearly labelling it as inactive while keeping its contents accessible and enabling others to continue your work.

content/collections/reference/configuration.md

@@ -1,6 +1,6 @@
 ---
 title: Configuration
-weight: 2
+weight: 3
 ---
 
 # Configuration options

content/collections/reference/environment-variables.md

@@ -1,6 +1,6 @@
 ---
 title: Environment variables
-weight: 3
+weight: 4
 ---
 
 ## Environment variables

content/collections/reference/governance.md

@@ -1,35 +1,82 @@
 ---
 title: Governance
-weight: 4
+weight: 1
 aliases: /collections/governance/
 ---
 
 # Collection governance
 
-Setting up and maintaining a collection needs fulfilling certain tasks. These tasks are handled through roles. Each of these roles can be volunteer or paid, and can be handled by one single or several different entities. The Open Terms Archive core team provides processes and tools to support all of these roles.
+Setting up and maintaining a collection entails fulfilling specific tasks. These tasks are handled through roles. Each of these roles can be volunteer or paid, and can be handled by one or several different entities.
 
-This reference documentation details all available roles that can be involved in a collection's governance to ensure its proper operation and maintenance.
+This reference documentation details all roles that must be involved in a collection's governance to ensure its proper operation and maintenance.
+
+## Roles
 
 ### Host
 
-This role ensures that a server and internet access is available to run the engine on and fetch the terms, either by using its own infrastructure or renting a server on a hosting provider.
+Ensures the availability of the infrastructure required for the collection's operation.
+
+#### Responsibilities
+
+- Provide the server infrastructure (self-hosted or rented).
+- Apply hypervisor security updates if relevant.
+- Guarantee reliable internet connectivity for the server to fetch terms.
+
+---
 
 ### Administrator
 
-This role takes responsibility for ensuring that the engine and associated software tools are functional and up to date.
+Manages the technical operation of the collection's software, ensuring it runs smoothly, stays updated, and remains secure.
+
+#### Responsibilities
+
+- Ensure the engine runs at the specified schedule.
+- Ensure the public publishing of snapshots, versions, and datasets.
+- Keep the engine and deployment systems up-to-date.
+- Apply operating system security updates.
+
+---
 
 ### Curator
 
-This role decides which services and terms are welcome in the collection.
+Defines the collection's focus and ensures all included content aligns with that scope.
+
+#### Responsibilities
+
+- Clearly define the collection's scope.
+- Make the collection scope publicly available via the metadata file.
+- Verify that included services and terms match the defined scope.
+
+---
 
 ### Maintainer
 
-This role guarantees the quality of the tracked versions by reviewing contributions.
+Guarantees the integrity and quality of the collection's data by reviewing incoming contributions.
+
+#### Responsibilities
+
+- Review contributions.
+- Maintain the quality of tracked versions (e.g. removing noise, ensuring completeness).
+
+---
 
 ### Contributor
 
-This role adds declarations and keeps them up to date.
+Updates terms tracking and adds new entries.
+
+#### Responsibilities
+
+- Add service declarations.
+- Keep service declarations up to date.
+
+---
 
 ### Sponsor
 
-This optional role supports the existence of the collection by funding other roles, providing agent time, political support, or any other relevant non-operational contribution.
+Provides non-operational support such as funding or resources to facilitate the collection's success.
+
+#### Responsibilities
+
+- Provide funding or in-kind contributions for collection operations.
+- Provide political or institutional support.
+- Make other relevant non-operational contributions.

content/collections/reference/metadata.md

@@ -1,6 +1,6 @@
 ---
 title: Metadata
-weight: 1
+weight: 2
 aliases: /collections/metadata/
 ---
 
@@ -207,7 +207,7 @@ fr:
 {{< refItem
     name="roles"
     type="array of strings"
-    description="Roles of the entity within the governance, see [collection governance](https://docs.opentermsarchive.org/collections/references/governance/)"
+    description="Roles of the entity within the governance, see [collection governance](https://docs.opentermsarchive.org/collections/reference/governance/)"
     allowedValues="host, administrator, curator, maintainer, sponsor"
     example="[host, administrator]"
     required=true

content/collections/reference/status.md

@@ -0,0 +1,36 @@
+---
+title: Status
+weight: 5
+---
+
+# Collection status
+
+This reference documentation outlines the different status levels that a collection can have within the system. Understanding these statuses is crucial for users to assess a collection's quality and reliability.
+
+### Active
+
+The optimal operational state for a collection.
+
+- The collection saves records regularly through actively maintained and updated terms declarations. The number of tracked terms remains stable or increases over time. The versions quality is high.
+- Technical maintenance includes regular dependency updates, access to the latest engine features, and benefits from all infrastructure updates.
+- All [roles]({{< relref "collections/reference/governance" >}}) are fulfilled.
+
+---
+
+### Abandoned
+
+Collection may be functional but shows clear signs of neglect.
+
+- Operational status has deteriorated significantly with unknown record saving status, no updates to terms declarations, declining number of tracked terms, and decreasing versions quality.
+- Technical maintenance has ceased completely, with no dependency updates, missing latest engine features, and no infrastructure updates.
+- All [roles]({{< relref "collections/reference/governance" >}}) are inactive.
+
+---
+
+### Terminated
+
+Collection has voluntarily ceased all operational activities.
+
+- No terms are tracked anymore, though historical records remain accessible for reference purposes.
+- No technical maintenance is performed.
+- All [roles]({{< relref "collections/reference/governance" >}}) are inactive.