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Document project@, tigeros@, tigeros-lead@ aliases in Runbook #95

Open jwflory opened 5 years ago

jwflory commented 5 years ago

Summary

Document use of and how to update TigerOS email aliases

Background

This comes from #93 where we are talking about deprecating unused email aliases like president@, vicepresident@, etc.

@ct-martin requested we preserve the following aliases:

Details

We should document the following:

Outcome

  1. No confusion over what aliases are used for
  2. Clear understanding of where they are used (so we don't lose track)
  3. Base criteria future eboards may use when updating aliases later
Tjzabel commented 5 years ago

@jwflory We generally want to put these runbook documentation issues over in the runbook repo, right?

ct-martin commented 5 years ago

For docs, re:

* What aliases are used for (e.g. what websites, places, services these aliases are currently used for)
* Who gets access to them / how to request access (if applicable)

tigeros@ goes to any active members of the TigerOS team. It is used as pseudo-mailing list and for easily/consistently communicating with the entire team over email, and also gives a place for people outside the team to email with questions. Any active member of the team should be on this list and making sure people get added/removed is the responsibility of the TigerOS project lead, who should contact Projects. This email is also used for GPG keys and Let's Encrypt certs.

tigeros-lead@ goes to the leader of the TigerOS project. This alias is rarely used (tigeros@ almost always makes more sense), but exists primarily to allow the TigerOS project lead to verify who they are, if needed (e.g. emailing outside entities when representing the project). This should be part of the process for transitioning of TigerOS project lead, and should be done by informing eboard of the change. Preferably, even if this email is used, tigeros@ should be cc-ed. Currently, eboard@/projects@ is being used for any site registration/CI stuff, although, this email should be used instead going forward if the account is TigerOS-specific. This email is sometimes used for GPG keys.

projects@ is currently used for the Project Coordinator, however, it may make more sense for this to go to the Projects Committee in the future. This gives Projects an general-purpose email to use for registration of accounts (e.g. test & CI accounts) and like with the TigerOS team, a general place for people to contact Projects (e.g. requesting server resources for a project).

ct-martin commented 5 years ago

Also for consideration, we may want to alias admin@ and webmaster@ to projects@ since those are commonly used.

ct-martin commented 5 years ago

Update from looking at Namecheap: I lied apparently and tigeros-lead@ doesn't exist. Doing some digging we used tigeros@ and sent from our @rit.edu emails with text in the signature.

Tjzabel commented 4 years ago

Hmmm, I am going to consider creating documentation around this. At this point it seems who the aliases should belong to are super straight forward, so this is a relatively low priority.