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Managing Documents from Draft to Archive
A knowledge base is only valuable if it's current. Dead, outdated documents actively harm AI output quality. Implement a content lifecycle to keep your Vault clean and authoritative.
Draft → Review
Upload new content with tag 'status:draft'. Assign a reviewer. The document is NOT available for AI injection until approved.
Review → Published
Reviewer approves → tag changes to 'status:published'. Document is now available for prompt injection and search.
Published → Under Review
Set calendar reminders for content review cycles (quarterly for policies, monthly for technical docs). Tag: 'status:under-review'.
Under Review → Archived
If content is no longer relevant, archive it. Archived docs are excluded from AI injection but preserved for audit trails.
Set expiration dates on time-sensitive content (e.g., annual policies, seasonal procedures).
Assign document owners — someone responsible for keeping each document current.
Use the Dashboard to identify Vault documents that haven't been referenced in 90+ days (candidates for archival).
Don't let 'status:draft' documents accumulate — set a 14-day deadline for review.
Don't delete documents — always archive for audit trail preservation.
Don't skip version history — every published revision should be a new version.