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SCS GitHub Organization - Management of Inactive Users and Repositories

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 Inactive users are removed to ensure security and engagement, while outdated repositories are archived to keep the workspace clean and efficient.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.