Your team's docs can go stale within months, with no one clearly responsible for catching it. We set up a light monthly cadence: AI prepares a short "looks stale" list, and a named person per area decides what stays, gets fixed, or gets retired.
Common pain points
Docs get written once and rarely reviewed — you trust them until one misleads you.
"Review everything quarterly" rarely happens: the batch is too big, so it always loses to urgent work.
No page has an owner, so everyone assumes someone else keeps it current.
New joiners can follow outdated steps for weeks without anyone noticing.
There is no way to tell what's current without asking around — the doc doesn't say when it was last checked or by whom.
Some knowledge-management platforms pitch quarterly board-level governance for this — a committee, when what a 10–500 person team needs is a routine someone owns.
A knowledge maintenance cadence sits on top of the docs your team already has — if the structure itself is the problem, that is knowledge base design, and we start there. It confirms (or sketches in one page) your knowledge areas — reusing the map if you already have one — and names one responsible person per area. Each month, AI prepares a short "looks stale" list per owner — pages that look outdated, contradict newer ones, or point at steps that changed — and the owner decides what happens to each: keep, fix, or retire. Every page shows when it was last reviewed and who owns it, so the team knows what to trust. It all runs in the tools you already use — no new platform.
How we work
We confirm (or sketch in one page) your knowledge areas and name one responsible person per area — reusing the map if you already have one.
We set the monthly cadence: AI prepares a short "looks stale" list per owner; each item gets a decision — keep, fix, or retire.
We put currency on the page — each page shows when it was last reviewed and who owns it — and hand over a written cadence guide the team runs without us.
What we build
Area 1
We confirm the areas that match how your team actually works — processes, product, clients, internal how-tos — or sketch them in one page if they don't exist yet, and name one responsible person per area. One person, not a team: ownership that is shared is ownership that quietly stops existing.
Deliverable
A one-page ownership map: every knowledge area with its named owner.
Area 2
Each month, AI reviews an owner's area and prepares a short list of pages that look stale — old dates, steps that contradict newer pages, links that no longer resolve, tools the team stopped using. The owner judges each one; nothing is marked stale by the machine on its own.
Deliverable
A monthly "looks stale" list per owner, prepared by AI, sized to be reviewed in one sitting.
Area 3
Every flagged page gets exactly one decision: keep it as is, fix what changed, or retire it visibly. Retired pages are marked, not silently deleted — so nobody keeps following a page that stopped being true, and nobody wonders where a page went.
Deliverable
A keep/fix/retire convention with a simple record of what was decided each month.
Area 4
The cadence is deliberately small: a short monthly slot per responsible person, scoped to their area only. Reviews that are small enough tend to happen; reviews that try to cover everything tend to be postponed. The calendar keeps the routine bounded and easy to see.
Deliverable
A monthly review calendar per responsible person, scoped so each review fits in a short working session.
Area 5
Each page carries two signals anyone can see: when it was last reviewed and who owns it. That is what lets someone reading the page decide whether to trust it — without pinging the author or guessing from the edit history.
Deliverable
A "last reviewed / owned by" convention applied to your existing docs.
Area 6
We hand the cadence over as a written guide: the area map, the monthly routine, the keep/fix/retire convention, and the currency signals. The AI's role is written down too: AI prepares the list and flags candidates; only the owner decides what stays, gets fixed, or gets retired.
Deliverable
A cadence guide the team operates in its own tools, with the AI-prepares / responsible-person-decides boundary written down.
Docs your team can rely on because a named person reviewed them — and the page says so.
Reviews sized to fit real workloads, so the routine survives busy months instead of being postponed.
Clear ownership per area: one person who answers for it, not a shared inbox.
Stale pages get an explicit decision — keep, fix, or retire — instead of lingering half-true.
AI prepares the review; the owner decides. That limit is written down, not assumed.
It runs in the tools your team already uses — no new platform to buy or adopt.
How we approach this
AI is good at preparing the review list — it can flag which documents look outdated and why. What it cannot do is decide what stays, what gets fixed, and what gets retired: that judgement belongs to a named person who owns the area. We set up the cadence so ownership and on-page currency come first, and the tooling stays as light as the routine allows.
A knowledge maintenance cadence B2B teams can actually keep is a light monthly routine. Your internal docs are split into areas, each area has one named owner, and AI prepares a short list of pages that look stale. The owner decides what happens to each — keep, fix, or retire. Every page shows when it was last reviewed and who owns it. It is a routine plus ownership, not a piece of software.
Knowledge base design decides how your docs are structured — what lives where, how it's organised, how people find it. This cadence is the upkeep of whatever structure you have: who reviews what, monthly, and how staleness gets caught. If the structure itself is the problem, we tell you on the call and start with the design work first.
No. Handover is a one-off transfer when a person changes role or leaves — a different problem with its own system. This cadence is the recurring maintenance of the team's living knowledge, whoever is around. A good cadence makes handovers easier, because the docs are current — but it doesn't replace a handover process.
Most teams between 10 and 500 people don't need a governance module — they need a routine someone owns. Some knowledge-management platforms frame review as quarterly, board-level governance; that weight is a reason reviews stop happening. The cadence we set up runs in the docs tool you already use, with a monthly rhythm sized to each owner's area.
AI prepares: it flags pages that look outdated, contradict newer pages, or reference steps and tools that changed, and puts a short list in front of the right owner each month. The owner decides: keep, fix, or retire — every time. Nothing is retired or rewritten by the machine on its own, and that limit is written into the cadence guide.
It does not include enterprise knowledge-management governance, records management, or regulated retention schedules. It also doesn't include designing your knowledge base structure from scratch (that is knowledge base design), building internal search (that is a separate system), or handover protocols for people leaving. If what you need is one of those, we say so on the call.
We help your B2B team organise the knowledge you already have, make it findable, assign clear owners, and keep it updated — using the tools your team already…
Read moreStructure and ownership, not a platformWhen your knowledge base has no design, people stop trusting it. We design the structure — what areas exist, who owns each, what gets archived — inside the t…
Read moreRouting logic, not a search platformWe design the routing logic your team uses to find what it already knows: where to look first, when to use AI-assisted search, and when to ask a human owner.…
Read moreBook a 30-minute call and tell us how your docs live today — where they are, who touches them, and where staleness has already bitten. We will talk through what a monthly cadence with named owners would look like on top of what you already have. If your real problem is structure or search, we will tell you that instead.
Book a 30-min call