What is everyone's archive strategy?


Curious to know how you approach archiving content, in your respective company/vertical? Do you use a set timeframe, verification status, etc.


2 replies

Userlevel 7
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Hey @David MacVicar ! This is a great question. I can share some tips from Guru. 

 

When Guru Cards build up, we recommend doing a “Knowledge Slash and Burn” to manage the Cards. You can do this with other Guru champions at your organization / collection owners, depending on your internal structure.

 

What: Knowledge Slash & Burn (or "Konmari", or "Quick Audit")

No seriously, what?: It's like an audit but it can be done in a 60-minute meeting.

Why: Your team knows they have a knowledge clutter problem and would like to get rid of a lot of cards now, but don't know where to start.

 

Goals:

  • Improve search by archiving cards that people don't use or don't trust

  • Identify patterns in the waste to propose new governance rules

Steps:

  1. Run each Card Manager filter (listed below)

  2. Discuss what patterns you observe in this knowledge

  3. Decide what action to take on the cards: Archive, Reassign, or Leave

  4. For everything you don't Archive, write down a plan to Improve that knowledge

Card Manager Filters:

  1. Unused Knowledge:
    Last Viewed > More than > 365 Days Ago

  2. Untrusted Knowledge:
    Trust State > is > Untrusted AND
    Last Verified Date > more than > 90 Days Ago

  3. Can't-Get-Trusted Knowledge:
    Verifer > has no Verifier OR name of a person who has left the company

  4. Static Knowledge:
    Last Modified Date > more than > 365 Days Ago

  5. Ghost Knowledge:
    Last Modified By > is > [someone who no longer works here] OR
    Last Verified By > is > [someone who no longer works here]

Recommended Next Step:

  • Use the patterns and learnings you uncover to start a complete audit or prepare for a governance workshop.

  • Survey a sample of users a week after this. Are they having an easier time finding knowledge?

Long-Term Strategy

You can use some of the above rules and apply them to maintenance. Another hack is to work with your collection owners and set up automations / reminders to keep up with archiving in a certain time frame. 

 

I’m looking forward to hearing what others say about their approach! Tagging in @Joaquin Felix Dalla Via who may have some tips from his experience developing knowledge strategy at Stuart.

Userlevel 1
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Hi @Callie Rojewski , @David MacVicar . 

In our case, we used to have a more dynamic approach: all cards that had no views in the last 180 days were archived and we did this audit every quarter. But, as we want all the knowledge to be available for our agents we have changed to a different approach. 
Now, we use the verification interval to check whether the card is updated, and still relevant. If that is not the case, then, we archive it. We set different verification intervals depending on the card topic or the board where it is allocated.  

I hope this information is  helpful! 🙂

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