Knowledge Base Freshness Audit (QA)

Knowledge Base Freshness Audit (QA)

1. 01

   Inventory all knowledge sources and map them to current client projects

   List every wiki, doc, and shared drive that the agency relies on for delivery. Note which sources are actively referenced by client-facing teams and which are dormant.

2. 02

   Run an automated staleness scan across connected tools

   Use platforms with AI-driven detection, such as Slite, to flag documents that reference outdated processes or tools. Prioritize items that have not been updated in over 90 days.

3. 03

   Cross-check flagged content against live project artifacts

   Compare each flagged doc with current client deliverables, Slack threads, and project boards. Confirm whether the content still matches reality or has drifted.

4. 04

   Assign ownership for each stale or conflicting document

   Route each item to the team member who owns that domain, mirroring how Guru auto-verifies content as usage increases. Ensure every doc has a named reviewer.

5. 05

   Update or archive documents within five business days

   For each item, either correct the content, mark it deprecated, or delete it. Keep a changelog so the audit trail is transparent for client compliance reviews.

6. 06

   Verify that search results now surface only current information

   Test internal search queries that mimic common client questions. Confirm that outdated entries no longer appear and that verified answers rank first.

7. 07

   Document the audit outcome and schedule the next review

   Record the number of items flagged, updated, and archived. Set a recurring quarterly audit to prevent knowledge decay from recurring.