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| 1 | +--- |
| 2 | +title: SCS GitHub Organization - Management of Inactive Users and Repositories |
| 3 | +type: Procedural |
| 4 | +status: Draft |
| 5 | +track: Global |
| 6 | +description: | |
| 7 | + SCS-0006 defines how the SCS GitHub organization identifies and handles inactive users and stale repositories. |
| 8 | + It ensures that only active contributors remain in the organization and that outdated repositories are archived to |
| 9 | + keep the environment organized and relevant. |
| 10 | +--- |
| 11 | + |
| 12 | +## Introduction |
| 13 | + |
| 14 | +To keep the SCS GitHub organization active and well-maintained, we regularly review user activity and repository relevance. |
| 15 | +Inactive users are removed to ensure security and engagement, while outdated repositories are archived to keep the |
| 16 | +workspace clean and efficient. This document outlines the criteria for identifying inactivity and the steps taken to manage it. |
| 17 | + |
| 18 | +## Definitions |
| 19 | + |
| 20 | +### Inactive User |
| 21 | + |
| 22 | +A member of the SCS GitHub organization who has not engaged in any of the following activities within the past **365** days: |
| 23 | + |
| 24 | +- Creating or commenting on pull requests (PRs) or issues within SCS GitHub repositories. |
| 25 | +- Pushing commits to any repository within the organization. |
| 26 | +- Participating in code reviews or other interactions within the SCS GitHub organization. |
| 27 | + |
| 28 | +**Exclusions:** |
| 29 | + |
| 30 | +- Comments in mailing lists or Matrix discussions do not count as activities that grant GitHub rights. |
| 31 | + |
| 32 | +### Stale Repository |
| 33 | + |
| 34 | +A repository within the SCS GitHub organization that has not experienced any of the following activities for a continuous period of **365** days: |
| 35 | + |
| 36 | +- Commits or code merges. |
| 37 | +- Issue creation or comments. |
| 38 | +- Pull request submissions or reviews. |
| 39 | +- Updates to documentation or other repository content. |
| 40 | + |
| 41 | +**Exclusions:** |
| 42 | + |
| 43 | +- Auto-generated PRs (e.g., Renovate, Dependabot) are ignored. |
| 44 | +- If no codeowners are left in the repository, it is considered stale. |
| 45 | + |
| 46 | +A warning will be issued **30 days** ahead of reaching the 365-day inactivity mark. |
| 47 | + |
| 48 | +## Procedures |
| 49 | + |
| 50 | +### Identification of Inactive Users |
| 51 | + |
| 52 | +On a monthly basis, organization owners will review user activity logs to identify members who meet the inactivity criteria. |
| 53 | +Identified inactive users will be flagged via a GitHub PR proposing their removal, mentioning their GitHub handle with a message: |
| 54 | + |
| 55 | +> "Please get in touch with us within 30 days if you wish to remain part of the organization." |
| 56 | +
|
| 57 | +Additionally, if an email address is available (either from a public GitHub profile or the UCS/Nextcloud instance), |
| 58 | +a notification email will be sent. |
| 59 | + |
| 60 | +### Management of Inactive Users |
| 61 | + |
| 62 | +If a user remains inactive for an additional 30 days after the initial notification (totaling **365 days** of inactivity), |
| 63 | +they will be designated as dormant and removed from the SCS GitHub organization. Dormant users may request reactivation |
| 64 | +by contacting the organization owners and expressing their intent to contribute. |
| 65 | + |
| 66 | +### Identification of Stale Repositories |
| 67 | + |
| 68 | +On a monthly basis, organization owners will assess all repositories for activity levels. Repositories identified as stale |
| 69 | +(approaching 365 days of inactivity) will receive a warning **30 days** before being archived. |
| 70 | + |
| 71 | +An issue will be opened in the repository, tagging the most active contributors and codeowners (defined via CODEOWNERS file). |
| 72 | +If no codeowners exist, organization owners will assess whether the repository is still relevant. |
| 73 | + |
| 74 | +### Management of Stale Repositories |
| 75 | + |
| 76 | +Maintainers of repositories deemed stale will be contacted to determine the repository's relevance and future plans. |
| 77 | +If maintainers confirm that the repository is no longer active or necessary, or if no response is received within 30 days |
| 78 | +(totaling **365 days** of inactivity), the repository will be archived. Archiving a repository makes it read-only, |
| 79 | +preserving its content for reference while indicating that it is no longer actively maintained. |
| 80 | + |
| 81 | +## Conclusion |
| 82 | + |
| 83 | +By systematically managing inactive users and stale repositories, the SCS GitHub organization ensures that its collaborative |
| 84 | +environment remains secure, efficient, and focused on active projects. This proactive approach fosters a culture of engagement |
| 85 | +and maintains the integrity and relevance of the organization's resources. |
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