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MAINTENANCE_CHECKLIST.md

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Maintenance Checklist

Purpose: Track files requiring updates during releases, version changes, and regular maintenance.

Last Updated: February 2026 (v2.0.1)

🔴 CRITICAL - Update on Every Release

These files MUST be updated with every version release:

1. CITATION.cff

Location: /CITATION.cff

Update:

  • version: field (e.g., "2.0.1")
  • date-released: field (YYYY-MM-DD)
  • Verify author ORCIDs are current
  • Check all DOI references
  • Review keywords for accuracy

Last Updated: v2.0.1 (2026-02-16)

2. SECURITY.md

Location: /SECURITY.md

Update:

  • Supported Versions table
  • "Last updated" date at bottom
  • Any version-specific security notes

Last Updated: v2.0.1 (2026-02-17)

3. README.md

Location: /README.md

Update:

  • Version badges (if present)
  • Quick Start version references
  • Installation instructions
  • API version references
  • Documentation links

Last Updated: v2.0.0

🟡 IMPORTANT - Update When Significant Changes

4. CHANGELOG.md

Location: /CHANGELOG.md (if exists)

Update:

  • Add new version section
  • Document breaking changes
  • List new features
  • Note bug fixes
  • Migration instructions

5. docs/ROADMAP.md

Location: /docs/ROADMAP.md

Update:

  • Mark completed features
  • Update phase statuses
  • Add new planned features
  • Update timelines

Last Updated: v2.0.0

6. Package Configuration

Locations: setup.py, pyproject.toml (if they exist)

Update:

  • Version numbers
  • Dependencies
  • Python version requirements
  • Entry points

7. Dependencies

Locations:

  • /requirements.txt
  • /api_requirements.txt

Update:

  • Pin dependency versions
  • Check for security updates
  • Test compatibility
  • Update Python version requirement

Last Updated: v2.0.0

8. API Documentation

Location: /api/ and /docs/api/

Update:

  • Endpoint changes
  • New routes
  • Deprecated endpoints
  • Version compatibility notes
  • Example requests/responses

Last Updated: v2.0.0

9. GitHub Release Notes

Location: GitHub Releases page

Create:

  • Feature descriptions
  • Breaking changes
  • Migration guides
  • Full changelog link
  • Zenodo DOI reference

Last Release: v2.0.1

10. paper.md (JOSS)

Location: /paper.md

Update (if resubmitting):

  • Author affiliations
  • New citations
  • Software version references
  • Impact statement updates

Last Updated: v2.0.1 (JOSS submission ready)

🟢 REVIEW - Check Quarterly or When Relevant

11. LICENSE Files

Locations: /LICENSE, /LICENSE-DATA

Review:

  • Copyright year
  • Licensing terms
  • Third-party attributions

Last Updated: 2025

12. CONTRIBUTING.md

Location: /CONTRIBUTING.md (if exists)

Review:

  • Setup instructions
  • Version requirements
  • Development workflow
  • Testing procedures

13. CODE_OF_CONDUCT.md

Location: /CODE_OF_CONDUCT.md (if exists)

Review:

  • Contact information
  • Enforcement procedures
  • Community guidelines

14. Documentation Guides

Location: /docs/guides/

Review:

  • Installation steps
  • Version-specific instructions
  • Screenshots (if outdated)
  • Command examples
  • API examples

15. Standards Documentation

Location: /docs/standards/

Review:

  • API standards
  • Coding standards
  • Data schemas
  • File naming conventions

16. CI/CD Workflows

Location: .github/workflows/

Review:

  • Python version in CI
  • Dependency versions
  • GitHub Action versions
  • Test commands
  • Deployment scripts

Last Updated: v2.0.1 (draft-pdf.yml added)

17. Docker Configuration

Location: Docker files (if exist)

Review:

  • Base image versions
  • Python versions
  • Dependency installations
  • Environment variables

18. Scorecard Data

Location: /data/scorecard/scorecard_main.xlsx

Maintain:

  • Validate source URLs
  • Update indicators
  • Check for broken links
  • Add new countries/data

Frequency: Quarterly or as sources update

🔵 MAINTENANCE - Annual Review

19. AUTHORS File

Location: /AUTHORS (if exists)

Review:

  • Contributor list
  • ORCIDs
  • Affiliations
  • Contact information

20. ACKNOWLEDGEMENTS

Location: /ACKNOWLEDGEMENTS or in README

Review:

  • Funding sources
  • Institutional support
  • Contributors
  • Conference presentations

21. DATA_GOVERNANCE.md

Location: /docs/DATA_GOVERNANCE.md

Review:

  • Data policies
  • Privacy guidelines
  • Contact information
  • Compliance requirements

22. RESEARCH_CONTEXT.md

Location: /docs/RESEARCH_CONTEXT.md

Review:

  • Citations
  • Conference presentations
  • Publications
  • Impact metrics

📋 Version Release Checklist

Use this when preparing a new release:

Pre-Release:

  • Update CITATION.cff (version + date)
  • Update SECURITY.md (supported versions)
  • Update README.md (if needed)
  • Review CHANGELOG.md
  • Check dependencies for updates
  • Run full test suite
  • Verify CI/CD passes
  • Update API documentation (if changed)

Release:

  • Create git tag (git tag -a vX.Y.Z -m "Release vX.Y.Z")
  • Push tag (git push origin vX.Y.Z)
  • Create GitHub Release
  • Verify Zenodo archive created
  • Check Zenodo metadata

Post-Release:

  • Announce on GitHub Discussions
  • Update project website (if applicable)
  • Notify major users (if applicable)
  • Plan next release cycle

🔍 File Status Quick Reference

File Last Updated Version Status
CITATION.cff 2026-02-16 2.0.1 ✅ Current
SECURITY.md 2026-02-17 2.0.1 ✅ Current
README.md 2026-01-27 2.0.0 ⚠️ Check
paper.md 2026-02-16 2.0.1 ✅ Current
requirements.txt 2026-01-26 2.0.0 ⚠️ Check deps
.github/workflows/ 2026-02-16 2.0.1 ✅ Current

📝 Notes

Automation Opportunities:

  • Version bumping could be scripted
  • Dependency checking via Dependabot (already enabled)
  • Automated changelog generation

Best Practices:

  • Always update CITATION.cff first (single source of truth for version)
  • Test locally before release
  • Never skip CI/CD checks
  • Document breaking changes prominently

Maintained by: Project maintainers Next Review: Before v2.1.0 or March 2026 (whichever comes first)