Archiving outdated documentation is essential for keeping the knowledge base clean, current, and manageable. Archiving helps avoid confusion and ensures that users do not rely on obsolete information.
Identifying Content for Archiving:
- Determine criteria for archiving: Establish clear criteria for what constitutes outdated content. Examples may include documentation for discontinued products, superseded versions of software, or procedures no longer in use.
- Review usage metrics: Analyse metrics such as page views, user feedback, and support ticket data to identify content that is rarely accessed or no longer relevant.
Archiving Process:
- Label documents as archived: Clearly mark archived documents with a label such as “ARCHIVED” or “OUTDATED” and provide the date of archiving. Example: “ARCHIVED: 10 October 2023.”
- Move documents to an archive repository: Transfer archived content to a designated archive section of the documentation platform or a separate repository. Ensure it remains accessible for reference purposes but is clearly separated from active content.
Communicating Changes:
- Notify stakeholders of archived content: Inform relevant stakeholders, including internal teams and users, of the archiving of any significant documents. Provide information on where to find archived documents if needed.
- Provide redirects or replacement links: For any archived documents, provide redirects to the most current and relevant content. If an archived document is still useful in specific contexts, provide clear guidance on where to find updated information.
Retention and Disposal:
- Determine retention periods: Define retention periods for archived documents based on legal, compliance, or business requirements. Example: “Retain archived documentation for a minimum of five years.”
- Securely dispose of documents when appropriate: When documents are no longer needed, securely delete them from the archive repository, ensuring all sensitive information is properly removed in compliance with data protection standards.
Dos:
- Clearly label and move archived documents: Example: “Move to ‘Archived’ folder with a label indicating the date of archiving.”
- Inform stakeholders of changes: Example: “Send a notification to relevant teams regarding archived user guides.”
Don’ts:
- Don’t leave outdated documents in the active repository: This can cause confusion and lead users to rely on incorrect information.
- Avoid archiving without clear labelling: Always label archived documents to distinguish them from active content.