Outreach + verification playbook (ongoing)

Goal: run external outreach and verification work without storing private contact details in git.

Canonical references:

• Outreach email templates: ../../outreach-templates.md
• Partner kit (links + screenshot checklist): ../../partner-kit.md
• Verification packet outline: ../../verification-packet.md
• Mentions log (public-safe, link-only): ../../mentions-log.md
• Data handling & retention rules: ../../data-handling-retention.md
• Adoption signals (quarterly, VPS-only): adoption-signals.md

Rules (hard)

• Never store emails, phone numbers, names, or private notes in git.
• Public logs must be link-only and permission-aware:
• If permission to name is unclear, use “Pending” and keep the name out of public copy.

Procedure

1) Create a private tracker (operator-only; not in git)

Pick one:

• A password manager note (preferred).
• A local spreadsheet in a folder outside the repo (e.g. ~/HealthArchive-private/outreach.xlsx).
• A private doc in your personal notes system.

Suggested fields:

• date_first_contacted_utc
• name / role / org (private)
• contact_channel (private)
• why_them
• template_used (A/B/C)
• status (no response / declined / interested / accepted)
• followup_1_sent_utc, followup_2_sent_utc
• public_link (only if it exists)
• permission_to_name (yes/no/pending) + date confirmed (private)

2) Prepare partner-ready assets (public)

• Confirm these pages are accurate and up-to-date:
• https://healtharchive.ca/brief
• https://healtharchive.ca/cite
• (Optional) Capture screenshots using ../../partner-kit.md so you can attach them.

3) Build a target list (operator-only)

Start with a small batch (e.g., 10–20), split between:

• Distribution partners (libraries / digital scholarship resource pages).
• Research / teaching partners.
• Journalism / communication partners.
• Verifier candidates (librarian / researcher / editor).

4) Send outreach (operator-only)

• Use ../../outreach-templates.md and customize only what’s needed:
• recipient name
• why this is relevant to them
• the single best link to include (usually /digest or /changes)
• Follow-up cadence:
• follow-up #1 at ~1 week
• follow-up #2 at ~2 weeks (final)

5) Update the public-safe mentions log (git) when appropriate

Only when there is a public link (and/or explicit permission to name), add an entry to:

• ../../mentions-log.md

6) Run the verifier workflow (operator-only)

• Send ../../verification-packet.md to the verifier.
• Ask explicitly:
• permission to name them publicly (yes/no)
• preferred wording (if any)
• If they grant permission and there is a public link (or they agree to be listed), record it in:
• ../../mentions-log.md

7) Quarterly adoption signals (VPS-only; public-safe)

Run the adoption signals playbook and store the entry on the VPS:

• adoption-signals.md

What “done” means (Phase 4)

• Private tracker exists outside git.
• At least one outreach batch is sent (with follow-ups scheduled).
• Mentions log exists and is updated only with public links and permission-aware entries.