Add draft: SCS GitHub Organization - Management of Inactive Users and… (#878)

* Add draft: SCS GitHub Organization - Management of Inactive Users and Repositories

Signed-off-by: Matej Feder <[email protected]>

* Addressing MR comment and comment from project board

Signed-off-by: Matej Feder <[email protected]>

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Signed-off-by: Matej Feder <[email protected]>
Co-authored-by: Kurt Garloff <[email protected]>

Author: matofeder

Standards/scs-0006-v1-organization-management.md

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+---
+title: SCS GitHub Organization - Management of Inactive Users and Repositories
+type: Procedural
+status: Draft
+track: Global
+description: |
+  SCS-0006 defines how the SCS GitHub organization identifies and handles inactive users and stale repositories.
+  It ensures that only active contributors remain in the organization and that outdated repositories are archived to
+  keep the environment organized and relevant.
+---
+
+## Introduction
+
+To keep the SCS GitHub organization active and well-maintained, we regularly review user activity and repository relevance.
+Inactive users are removed to ensure security and engagement, while outdated repositories are archived to keep the
+workspace clean and efficient. This document outlines the criteria for identifying inactivity and the steps taken to manage it.
+
+## Definitions
+
+### Inactive User
+
+A member of the SCS GitHub organization who has not engaged in any of the following activities within the past **365** days:
+
+- Creating or commenting on pull requests (PRs) or issues within SCS GitHub repositories.
+- Pushing commits to any repository within the organization.
+- Participating in code reviews or other interactions within the SCS GitHub organization.
+
+**Exclusions:**
+
+- Comments in mailing lists or Matrix discussions do not count as activities that grant GitHub rights.
+
+### Stale Repository
+
+A repository within the SCS GitHub organization that has not experienced any of the following activities for a continuous period of **365** days:
+
+- Commits or code merges.
+- Issue creation or comments.
+- Pull request submissions or reviews.
+- Updates to documentation or other repository content.
+
+**Exclusions:**
+
+- Auto-generated PRs (e.g., Renovate, Dependabot) are ignored.
+- If no codeowners are left in the repository, it is considered stale.
+
+A warning will be issued **30 days** ahead of reaching the 365-day inactivity mark.
+
+## Procedures
+
+### Identification of Inactive Users
+
+On a monthly basis, organization owners will review user activity logs to identify members who meet the inactivity criteria.
+Identified inactive users will be flagged via a GitHub PR proposing their removal, mentioning their GitHub handle with a message:
+
+> "Please get in touch with us within 30 days if you wish to remain part of the organization."
+
+Additionally, if an email address is available (either from a public GitHub profile or the UCS/Nextcloud instance),
+a notification email will be sent.
+
+### Management of Inactive Users
+
+If a user remains inactive for an additional 30 days after the initial notification (totaling **365 days** of inactivity),
+they will be designated as dormant and removed from the SCS GitHub organization. Dormant users may request reactivation
+by contacting the organization owners and expressing their intent to contribute.
+
+### Identification of Stale Repositories
+
+On a monthly basis, organization owners will assess all repositories for activity levels. Repositories identified as stale
+(approaching 365 days of inactivity) will receive a warning **30 days** before being archived.
+
+An issue will be opened in the repository, tagging the most active contributors and codeowners (defined via CODEOWNERS file).
+If no codeowners exist, organization owners will assess whether the repository is still relevant.
+
+### Management of Stale Repositories
+
+Maintainers of repositories deemed stale will be contacted to determine the repository's relevance and future plans.
+If maintainers confirm that the repository is no longer active or necessary, or if no response is received within 30 days
+(totaling **365 days** of inactivity), the repository will be archived. Archiving a repository makes it read-only,
+preserving its content for reference while indicating that it is no longer actively maintained.
+
+## Conclusion
+
+By systematically managing inactive users and stale repositories, the SCS GitHub organization ensures that its collaborative
+environment remains secure, efficient, and focused on active projects. This proactive approach fosters a culture of engagement
+and maintains the integrity and relevance of the organization's resources.