[INFRASTRUCTURE] Initial infrastructure inventory system (GUIDE-007, …

[ncimino]

…INSTANCE_INVENTORY, TMPL-011)

🚀 NEW DOCUMENTS:

1. INSTANCE_INVENTORY.md (v3.2.0.0)

   • Master living infrastructure inventory
   • 10 active instances tracked (INT-P01, INT-P02, INT-P03, INT-P05, INT-OG1, INT-OG8, INT-OG9, INT-S003-planned, INT-M01-planned, INT-VSA-planned)
   • 14 sections: instances, resources, networking, team assignment, SLA, security, capacity, deployment, monitoring, backup, cost, maintenance log
   • Aligned with Elevated Instance Registry (SharedKernel D-053→D-057)
   • Living document: update within 24h of change
   • Stewards: @Gtm + @rmn

2. GUIDE-007_Infrastructure-Inventory-Management.md (v3.2.0.0)

   • How-to guide for maintaining the inventory
   • When to update (immediate vs standard vs scheduled)
   • Step-by-step update process (set #masterCCC, make change, log, commit, notify)
   • Instructions for filling each section
   • 4 detailed workflows: deploy new instance, scale resources, critical incident, API key rotation
   • Common scenarios and quick commands

3. TMPL-011_Instance-Deployment-Checklist.md (v3.2.0.0)

   • 10-phase deployment checklist template
   • Phase 1: Infrastructure setup (compute, database, storage)
   • Phase 2: AnythingLLM deployment (platform, workspaces, configuration)
   • Phase 3: System prompt & identity (R-213, BP-054)
   • Phase 4: Pinned docs & RAG (R-204, GUIDE-006)
   • Phase 5: Threads & agents (MAIT setup, user agents)
   • Phase 6: Security & access (API keys per BP-064, firewall)
   • Phase 7: Observability & monitoring
   • Phase 8: ISC certification (8-point checklist, BP-059)
   • Phase 9: Documentation & inventory
   • Phase 10: Verification & sign-off
   • Comprehensive resource table, cross-references to governance rules/BPs

ALIGNMENT:

• Standardized per governance framework (SharedKernel Elevated Registry R-208)
• Uses CCC-ID tracking per BP-027
• Documents API key rotation per BP-064
• Integrates ISC certification per BP-059
• Follows #COOK workflow (documents generated by #MetaAgent approval)
• Preserves content per L-097

READY FOR:

• Infrastructure teams to index all droplets, servers, databases
• Living document maintenance (update within 24h of changes)
• Onboarding new infrastructure team members
• Cost tracking and growth projections
• Disaster recovery planning

[Copilot]

Pull request overview

Adds a first-pass “infrastructure inventory system” documentation set (inventory + maintenance guide + deployment checklist template), and also introduces governance/project documents related to selecting a team password manager.

Changes:

• Adds a living infrastructure inventory document and an accompanying maintenance/how-to guide.
• Introduces a deployment checklist template for provisioning/verifying new AnythingLLM instances.
• Adds password-manager selection decision/evaluation documents (PRJ-026) plus supporting comparison research, and ignores a local RAG sync marker file.

Reviewed changes

Copilot reviewed 6 out of 7 changed files in this pull request and generated 20 comments.

Show a summary per file

File	Description
_INSTANCE_/INSTANCE_INVENTORY.md	New living inventory for instances/resources/ownership/SLA/security/cost tracking.
_GUIDES_/GUIDE-007_Infrastructure-Inventory-Management.md	New guide describing when/how to update the inventory and common workflows.
_TEMPLATES_/TMPL-011_Instance-Deployment-Checklist.md	New 10-phase deployment/verification checklist template for AnythingLLM instances.
_PROJECTS_/PRJ-026-DECISION_Team-Password-Manager-Selection.md	Decision/proposal doc to adopt 1Password, including cost/rollout details.
_PROJECTS_/PRJ-026-APPENDIX_Bitwarden-vs-1Password-Evaluation.md	Appendix with comparative evaluation and implementation roadmap.
_PROJECTS_/COMP-001.md	Additional comparison research outline for Bitwarden vs 1Password.
.gitignore	Ignores .last-rag-sync marker file.

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[Copilot]

GUIDE-009 is referenced here as a runbook, but in-repo GUIDE-009_AnythingLLM-SmokeTest-Post-Restart.md is a smoke-test checklist rather than a runbook. Please update the reference (either point to the actual runbook guide, or rename this task to reflect smoke-test/verification).

Suggested change

	| Runbook documented (GUIDE-009) | ☐ | Common issues + resolution steps |
	| Post-restart smoke test documented (GUIDE-009) | ☐ | Verification checklist after restart/deployment |

[Copilot]

The PR description lists only the infrastructure inventory/template docs, but this PR also adds password-manager governance documents (PRJ-026 decision + appendix, COMP-001). Please either update the PR description to include these additions or split them into a separate PR to keep scope clear.

[Copilot]

The "Source of Truth" URL points to blob/user/CTO/..., which will likely become stale after merge. For consistency with other documents that use blob/main/..., consider updating this link (or documenting why drafts should point to a user branch).

Suggested change

	| Source of Truth | [GitHub](https://github.com/CCCbotNet/fedarch/blob/user/CTO/_PROJECTS_/COMP-001.md) |
	| Source of Truth | [GitHub](https://github.com/CCCbotNet/fedarch/blob/main/_PROJECTS_/COMP-001.md) |

[Copilot]

This doc says "Bitwarden is NOT yet evaluated in current documentation", but this PR also introduces Bitwarden vs 1Password evaluation/decision documents (PRJ-026 decision + appendix). Please update this statement (or add a date qualifier) so it remains accurate once merged.

Suggested change

	- Bitwarden is NOT yet evaluated in current documentation
	- Prior to this comparison and the related PRJ-026 decision artifacts, Bitwarden was not formally evaluated in governance documentation

[Copilot]

BitwdravenUSA looks like a typo/misspelling and makes the funding/governance line unclear. Please correct the organization/name so the comparison reads cleanly and is searchable.

Suggested change

	| **Funding/Governance** | Public company (BitwdravenUSA) | Private (1Password) |
	| **Funding/Governance** | Public company (Bitwarden, Inc.) | Private (1Password) |

[Copilot]

The header shows INSTANCE_INVENTORY_v3.2.0.0.md but the metadata table lists Version | 3.2.1.1. Please make these consistent so readers can reliably identify which version they're referencing.

Suggested change

	## INSTANCE_INVENTORY_v3.2.0.0.md
	## INSTANCE_INVENTORY_v3.2.1.1.md

[Copilot]

In the Related Documents table, GUIDE-007 and TMPL-011 are listed as v3.2.0.0, but the versions in this PR's documents are 3.2.1.1. Please update the referenced versions to match the actual files being introduced so cross-references stay accurate.

Suggested change

	| GUIDE-007 | v3.2.0.0 | How to maintain this inventory (procedures) | [GitHub](https://github.com/CCCbotNet/fedarch/blob/main/_GUIDES_/GUIDE-007_Infrastructure-Inventory-Management.md) |
	| TMPL-011 | v3.2.0.0 | Instance deployment checklist template | [GitHub](https://github.com/CCCbotNet/fedarch/blob/main/_TEMPLATES_/TMPL-011_Instance-Deployment-Checklist.md) |
	| GUIDE-007 | 3.2.1.1 | How to maintain this inventory (procedures) | [GitHub](https://github.com/CCCbotNet/fedarch/blob/main/_GUIDES_/GUIDE-007_Infrastructure-Inventory-Management.md) |
	| TMPL-011 | 3.2.1.1 | Instance deployment checklist template | [GitHub](https://github.com/CCCbotNet/fedarch/blob/main/_TEMPLATES_/TMPL-011_Instance-Deployment-Checklist.md) |

[Copilot]

The Version History table is malformed (header has 3 columns but the row has 5 cells), and the row’s week/CCC-ID (2026-W11, CTO_2026-W11_001) conflicts with this guide’s metadata (CTO_2026-W15_001). Please fix the column structure and reconcile the version-history identifiers so they match the document metadata.

Suggested change

	| Version | Date | Changes |
	|---------|------|---------|
	| 3.2.1.1 | 2026-W11 | CTO_2026-W11_001 | ⬜ AWAITING | 🚀 **INITIAL RELEASE** — Complete guide for maintaining INSTANCE_INVENTORY.md; 7 sections: overview, when to update, process, filling out sections, workflows, scenarios, quick commands; 4 detailed workflows (deploy, scale, incident, key rotation); aligned with BP-027, L-097, BP-064 |
	| Version | Date | CCC-ID | Approval | Changes |
	|---------|------|--------|----------|---------|
	| 3.2.1.1 | 2026-W15 | CTO_2026-W15_001 | ⬜ AWAITING | 🚀 **INITIAL RELEASE** — Complete guide for maintaining INSTANCE_INVENTORY.md; 7 sections: overview, when to update, process, filling out sections, workflows, scenarios, quick commands; 4 detailed workflows (deploy, scale, incident, key rotation); aligned with BP-027, L-097, BP-064 |

[Copilot]

This document is labeled as a PROPOSAL/awaiting approvals in metadata, but the Decision Statement is written as a finalized decision with an effective date. Please make the language consistent (e.g., conditional wording until approved, or update status/lifecycle to reflect an approved decision).

Suggested change

	> **WeOwnNet will adopt 1Password as the official team password manager, effective W12 Week 2.**
	> **WeOwnNet proposes adopting 1Password as the official team password manager, subject to stakeholder approval. If approved, the target effective date is W12 Week 2.**

[Copilot]

In the Executive Summary, the cost winner rationale says Bitwarden is "$50-100/year self-hosted", but the later Cost Analysis section estimates Bitwarden self-hosted total Year 1 cost at $3,570 (labor included). Please reconcile these two statements (e.g., clarify whether the summary is license/infra-only vs total cost including labor) to avoid an internal contradiction.

Suggested change

	| Cost | Bitwarden | $50-100/year self-hosted vs $8/user/mo |
	| Cost | Bitwarden | Lower direct license/infra spend (~$50-100/year self-hosted), but total Year 1 cost is higher when self-hosting labor is included (see Cost Analysis) |