Outreach 5/5: response tracking and follow-up policy

[larnsce]

What to track (starts with the first batch)

A simple tracking sheet keyed on contact email, recording per contact:

• outcome: no reply / bounced / opted out / declined / promised / data received
• dates (sent, replied, data received) and where any received data was stored
• bounces: candidates for manual address hunting (ORCID, institutional pages) and a second attempt — a bounce is not a refusal

Whether this sheet may feed a published analysis (response rates for "available on request" statements) is decided in the ethics sub-issue before sending — not retroactively.

Follow-up tasks for @larnsce

• Decide the reminder policy up front: propose one polite reminder ~3–4 weeks after the first email to non-responders, then stop. No reminder to opt-outs or bounces.
• Decide the pipeline for received datasets: hand off into the standard openwashdata publication workflow (own repo, DOI, authors credited), and confirm who does that work — the offer in the email creates an obligation to actually deliver it.
• Honour opt-outs durably: mark exclude in the contact list so no future campaign re-contacts them.
• After the campaign: record headline numbers (sent / bounced / replied / data received) in this issue for the project record, whatever the ethics decision on publishing them.

Refs #41