Review KB at Scheduled Date

IT knowledge base (KB) articles require regular content reviews to help maintain the quality and usability of the knowledge base, making it a reliable resource for UFV students and employees.

Review notification

Each KB article is assigned a group of Contributors (called an Owner Group) to manage its review and edits.

Two weeks prior to a KB review date, all members of the KB's Owner Group will receive a system-generated email notification to remind them about a KB that needs reviewing.

Decide who will review

All Contributors have permissions to review and update the article.

The Owner Group must decide which Contributor(s) will complete the updates.

Determine article relevancy

Read the full article and answer if the article is still:

Relevant?

  • Is this article still needed?
  • Is the information applicable to what users are doing today and in the future?

Accurate?

  • Is the information correct as stated in the article?
  • Are all hyperlinks identified and correct?

Easy to Use?

  • Does the article follow the templates? If not, is it still easy to follow?
  • Is the article too wordy?
  • Are lists used effectively if needed?

If KB no longer relevant

If KB no longer relevant, follow steps to properly set KB status to Archive.

Revise KB content

  • Gather any feedback and comments from users on improving the article and incorporate them into the content.
  • Decide what information is needed such as what are students and employees getting stuck with.
  • Write facts simply, logically and have it make sense.
  • Update to reflect current versions of any software and include up-to-date images.
  • Fix any broken links.
  • Make format, numbering, and style consistent.
  • Make content accessible and mobile-friendly.

Describe and update KB status

When satisfied with the changes, or if none are needed, complete these steps:

  1. In the Draft Summary field, type Review complete followed by a brief note to describe any changes you made. For example:
  • Review complete. No changes needed.
  • Review complete. Article no longer relevant, please archive.
  • Review complete. Updated the screen shot and the instructions to match the new version of the software.
  1. Select Update the Article (make changes live to the website) or Save the article (place it in draft).
  2. Set Next Review Date (six or twelve months).
  3. Place a check mark in the Notify Owner of Review Date
Print Article