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Knowledge Base Maintenance Guide

📌 Knowledge decays quickly. A small, consistent review habit prevents confusion and saves time.

Ownership

  • Each section (company_strategy/, brand_and_maketing/, sales/, knowledge_base/) should have a designated owner responsible for keeping it current.
  • If ownership is unclear, assign the most relevant functional owner (Ops / Delivery / Sales / Brand). If no functional owner exists yet, the Founder owns it until delegated.
  • Owners are responsible for: keeping content accurate, updating docs when processes/tools change, archiving obsolete docs instead of leaving stale guidance in place, and keeping frontmatter (type, description, tags, timestamp) current.

Review Schedule

Use the schedule below as the default cadence. Update sooner whenever something changes.

Section Review frequency Trigger for immediate update
Company Strategy Quarterly New services, positioning, or major org changes
Brand & Marketing Annually, or when brand changes New logo, messaging, tone, or website revamp
Knowledge Base SOPs & Standards Quarterly, or when processes change Any workflow/tool change affecting delivery quality
Security & Data Handling Quarterly, or when regulations/tools change Any incident, or a new client contract with different terms
Sales templates Quarterly, or when messaging changes New ICP, new packages, major objection patterns

✅ If a doc affects client work (sales promises, delivery steps, security), prioritize accuracy over cadence.

Adding New Content (Standard Workflow)

  1. Determine the appropriate section, per Agent Instructions → Creating a new concept file:
    • A repeatable process → SOP
    • A technical or how-to reference → Guide
    • A hard rule or baseline requirement → Policy / Standard
    • A recommended-but-not-mandatory approach → Practice
    • A reusable, fill-in-the-blank skeleton → Template
  2. Use an existing template where one applies — e.g. the SOP Template for a new procedure, or the Meeting Notes Template for a recorded meeting.
  3. Follow the filename and frontmatter convention: lowercase, hyphenated filename (the concept ID), with type, title, description, tags, resource, and timestamp in the frontmatter — see Agent Instructions for the full spec.
  4. Link to related concepts — upstream context (why) and downstream execution (how).
  5. Update the section's index.md to list the new file.

Archiving Old Content

Archiving prevents outdated guidance from being reused, and is preferred over deleting because it preserves history.

When to archive: - The process or tool it describes no longer exists. - It's been replaced by a newer version. - The guidance is no longer correct and won't be updated.

How to archive: - [ ] Remove the file's link from its section's index.md. - [ ] Add an archive note at the top of the file: why it was archived, what replaced it (link), and the effective date. - [ ] Leave the file in place (or move it to an archive/ subfolder within its section) rather than deleting it.

Quality Checklist (Before Publishing or Updating)

  • Information is accurate and current
  • Frontmatter (type, description, tags) is filled in and accurate
  • Formatting is consistent with other documents in the section
  • Links resolve to real, repo-relative paths
  • timestamp reflects the last substantive edit

Quick self-review prompts: - Could someone new follow this without asking questions? - Does it include the next action (checklist, template, or example)? - Does it clearly state what is in scope vs out of scope?

Recurring Maintenance

Monthly (30–60 min): - [ ] Review recently edited docs for completeness (frontmatter, links) - [ ] Identify stale docs (past their review cadence) - [ ] Flag orphaned docs (not linked from any index.md) for an owner or archival

Quarterly (1–2 hours): - [ ] Review the SOP library (Delivery Methodology, this guide) for accuracy - [ ] Review sales templates and client-facing docs - [ ] Review Security & Data Handling and other access-related docs

Annual: - [ ] Review Brand Guide and Company Overview - [ ] Review policy-level docs for continued accuracy

Tips for Success

  • Keep documents concise and actionable.
  • Use templates to maintain consistency.
  • Link related documents to build a connected knowledge graph.
  • Encourage team members to contribute and suggest improvements.

🌱 A knowledge base becomes valuable when it's used daily. Treat documentation as part of delivery, not an afterthought.