1. What is your KB Article Role?

Know how your role in the life cycle of a KB article will contribute to the success of how people use it.

All UFV employees play a key role in Knowledge Management by ensuring technical and content accuracy of their public KB articles.

Determine the responsibilities of KB roles within teams of your UFV department. Below is an example:

Knowledge Analyst (Admin)

• The Knowledge Analyst oversees the taxonomy, consistency and quality assurance of public KB articles.
• Reviews new public KB articles submitted for review prior to first-time publishing.
• Approves or Rejects new or existing public articles.
• Provides constructive feedback on public articles when needed.
• Provides documentation to support knowledge-centered services for public KB articles.
• Tracks and provides analytic reports on public KB activities.

Contributor

• A Contributor is person who has permissions to create, write and edit public KB articles.
• All UFV employees are contributors.
• Contributors are integral in supporting the relevancy of their service area's KB knowledge.

Owner

• An Owner is a group of Contributors who are related by similar job roles.
• Each public KB article is assigned ONE Owner which can be changed if new projects emerge.
• Each Owner is responsible for regularly reviewing their public KB articles.

Subject Matter Expert

• A SME identifies a person who may have specific knowledge about that KB.
• A SME may have authored a public article but may not be the expert.
• A SME may or may not be the person who reviews the public KB.

Review Date and Alerts

• All public KB articles must have a current Next Review Date and the check box  to notify the Owner of the Review Date.
• Regular review of the public article is imperative to verify the content is still accurate and relevant.
• Review dates need to be set appropriately at the six month mark, prior to semester start-up or at the year mark.
• Two weeks prior to the review date, the ITSM will auto-generate an email reminder to a KB Owner.
• The KB Owner is responsible to have someone read over and either update or archive the public KB.
• If the public KB is updated, the Owner will provide a new Review Date.
• If the public KB is archived, the owner will follow steps and properly archive the KB.

Escalation

• If public KB articles updates are overdue, the Knowledge Analyst will notify appropriate managers to work with their team(s) to help resolve barriers to why KB are not being reviewed.