all subtasks are resolved now. yay!

all remaining things are either "ops" internal or technical (like techcom@ , packagist-admin@, analytics-alerts@ ) (maybe one remaining question on T100860?)

or they are individual aliases (out of scope of this ticket)

closing as resolved

I have sent email to 26 different people, former board members, former staff etc, asking them if they still use their aliases and are aware of them and at the same time checking if the recipient addresses are bouncing. Things that are not used anymore don't have to move to OIT.

I have removed a bunch of aliases where people responded they were not aware of having them or that they don't need them anymore.

After that initial cleanup i opened a couple OIT tickets to move some more low-hanging fruit over (legal aliases, duplicate alias of existing employee etc).

After that i started to ask about the remaining personal aliases for former board members and affiliates that are being sent to external addresses.

I got this response so far:

1) We are not currently able to set up external email aliases for internal addresses (ie a gmail alias for a wiki user, Google does not allow for this)
2) Email forwarding is restricted for 'out of domain' accounts. I'm not sure if there have been exceptions in the past, or for people like board members, but that is something I will have to reach out to Eliza about when she returns next week

I replied that we probably don't need 1) but we do need 2) and that WMF as a whole / legal should be aware that these exceptions have existed in practice for many years.. it would just be a difference where in the technology stack we make them.

Currently there is an attempt to get "mail only" licenses from Google. OIT will let us know about the progress.

We will remove remaining personal aliases for non-staff once 2020 is over. The users will be contacted that they have time until end of year to switch to an alternative. This was decided in cooperation with ITS and the board.

Aliases of former board members, staff and affiliates that have been removed now after the announcement from ITS and the grace period until end of 2020.

fdevouard@wikipedia.org is undeliverable: Address fdevouard@wikipedia.org does not exist
mdavis@wikipedia.org is undeliverable: Address mdavis@wikipedia.org does not exist
erik@wikipedia.org is undeliverable: Address erik@wikipedia.org does not exist
kwalsh@wikipedia.org is undeliverable: Address kwalsh@wikipedia.org does not exist
oscar@wikipedia.org is undeliverable: Address oscar@wikipedia.org does not exist
jan-bart@wikipedia.org is undeliverable: Address jan-bart@wikipedia.org does not exist
sue@wikipedia.org is undeliverable: Address sue@wikipedia.org does not exist
tshell@wikipedia.org is undeliverable: Address tshell@wikipedia.org does not exist
dwool@wikipedia.org is undeliverable: Address dwool@wikipedia.org does not exist
domas@wikipedia.org is undeliverable: Address domas@wikipedia.org does not exist
jbsoufron@wikipedia.org is undeliverable: Address jbsoufron@wikipedia.org does not exist
jeluf@wikipedia.org is undeliverable: Address jeluf@wikipedia.org does not exist
millosh@wikipedia.org is undeliverable: Address millosh@wikipedia.org does not exist
gmaxwell@wikipedia.org is undeliverable: Address gmaxwell@wikipedia.org does not exist
avar@wikipedia.org is undeliverable: Address avar@wikipedia.org does not exist
tomk32@wikipedia.org is undeliverable: Address tomk32@wikipedia.org does not exist
fdevouard@wikimedia.org is undeliverable: Address fdevouard@wikimedia.org does not exist
mdavis@wikimedia.org is undeliverable: Address mdavis@wikimedia.org does not exist
kwalsh@wikimedia.org is undeliverable: Address kwalsh@wikimedia.org does not exist
jdevreede@wikimedia.org is undeliverable: Address jdevreede@wikimedia.org does not exist
kjansen@wikimedia.org is undeliverable: Address kjansen@wikimedia.org does not exist
cbrown@wikimedia.org is undeliverable: Address cbrown@wikimedia.org does not exist
tshell@wikimedia.org is undeliverable: Address tshell@wikimedia.org does not exist
msnow@wikimedia.org is undeliverable: Address msnow@wikimedia.org does not exist
jbsoufron@wikimedia.org is undeliverable: Address jbsoufron@wikimedia.org does not exist
jeluf@wikimedia.org is undeliverable: Address jeluf@wikimedia.org does not exist
ahair@wikimedia.org is undeliverable: Address ahair@wikimedia.org does not exist
millosh@wikimedia.org is undeliverable: Address millosh@wikimedia.org does not exist
gmaxwell@wikimedia.org is undeliverable: Address gmaxwell@wikimedia.org does not exist
avar@wikimedia.org is undeliverable: Address avar@wikimedia.org does not exist
birgittesb@wikimedia.org is undeliverable: Address birgittesb@wikimedia.org does not exist
jan.ainali@wikimedia.org is undeliverable: Address jan.ainali@wikimedia.org does not exist
lars.aronsson@wikimedia.org is undeliverable: Address lars.aronsson@wikimedia.org does not exist
kristoffer.mellberg@wikimedia.org is undeliverable: Address kristoffer.mellberg@wikimedia.org does not exist
johan.schiff@wikimedia.org is undeliverable: Address johan.schiff@wikimedia.org does not exist
styrelsen@wikimedia.org is undeliverable: Address styrelsen@wikimedia.org does not exist
sgardner@wikimedia.org is undeliverable: Address sgardner@wikimedia.org does not exist

Change 721350 had a related patch set uploaded (by Dzahn; author: Dzahn):

[operations/puppet@production] mail::mx: remove cron that mails aliases to OIT (ITS)

https://gerrit.wikimedia.org/r/721350

Change 721350 merged by Dzahn:

[operations/puppet@production] mail::mx: convert cron that sends alias file to ITS to timer

https://gerrit.wikimedia.org/r/721350

I talked with Jesse about all this. We agreed I will follow-up about the last few things, you Faidon, also mentioned in our mail. cpt-leads@, techchom@ and the remaining fr-tech ones. I just sent mails about these. Then after that is done I'll close this ticket as resolved and tell ITS that everything related to wikiPedia.org (ongoing discussion about dropping things like jimmy@, personal aliases in wikiPedia.org etc) should be seen as a separate task and I will hand that over.

The other day I have deleted cpt-leads@ (after Tim told me it's ok and not used anymore since a while) and techcom@ (after asking ITS to create it on the Google side and agreeing with Timo that he is the new admin of that google group).

Regarding the fr-tech aliases Jeff Green has said he would like to keep managing them directly and we have agreed to leave a comment stating that and I moved them to their own section at the end of the file.

Finally I agreed with ITS that they can close the existing Zendesk ticket on their side since that was originally about wikimedia.org aliases and later drifted to wikipedia.org aliases as well. I agreed with Jesse that this is the hand-over point and with ITS that we should use a new ticket for that when the time comes.

So..with that.. I am very happy to call this ticket resolved after 7 years or so :))

there is always moar:)

• deleted mobile@wikimedia.org - forwarded to inactive mailman list
• deleted engineering@wikimedia.org - forwarded to non-existing mailman list
• asked Wikimedia-Search about search@wikimedia.org - forwards to unused but active mailman list

• asked ITS about possibly moving the shop/store related aliases, just forward them to a zendesk account...waiting for response

But after these.. THEN this is done :)

I also removed logsteralarms@ earlier the day, it's no longer needed.

• deleted order@, orders@, return@ and returns@ after Sandra Hust, manager of store.wikimedia.org confirmed they aren’t public knowledge on the store page and wasn't even aware of them. they only use merchandise@ and store@ which both go to a single zendesk email. So first simplify and then move the remaining redirects to ITS (in progress)

• deleted aql-sms@ not needed anymore

• deleted: order@, orders@, return@, returns@ - confirmed by Sandra Hust, store manager (https://store.wikimedia.org / Zendesk) they only use store@ and merchandise@

• deleted: ssl_purchasing@ and codfw_ops (confirmed by RobH, not used/replaced with sre- groups)

• deleted: search@ (confirmed by Gehel / IRC)

• deleted: cyrusone_alert@ (Rob made a new user in their portal that directly uses maint-announce which this was forwarding to)

• deleted store@ and merchandise@ after they were created in Google- coordinated with Brendan of ITS and Sandra Hust, store manager

• introduced some sections and moved stuff around in the alias file for better readability

I consider this done now (for wikimedia.org, there are wikipedia.org and other domains but those can't move to ITS).

The remaining SRE aliases in the file can now be separated into:

• standards
• SREs
• DNS related
• network related
• dumps related
• monitoring related
• Analytics related
• WDQS
• DC and vendor messages
• email related
• bots
• misc
• fundraising (controlled by fr-tech)