The weekly and monthly routines deal with one article at a time. Once a quarter, look at the whole platform: read a few numbers, clean up what is no longer used, and decide what to change.

Read six numbers

Record these numbers each quarter, in an article. The value of one quarter says little. The change from one quarter to the next shows whether your routines work.

Number	Where to find it	What it tells you
Share of expired articles	"Content management" > "Expired Content"	Whether owners do their reviews.
Share of reads on expired articles	"Content management" > "Expired Content"	Whether readers act on articles that nobody checked.
Searches without results	"Analytics" > "Search", in the export	What people look for and do not find.
Open article requests	"Content management" > "Requests"	Whether the gaps are closed, and in which spaces they stay open.
Articles in the approval process	"Content management" > "Approval"	Whether approvers handle the requests in time.
Feedback on AI answers	"Content management" > "Feedbacks"	Whether Answer finds what it needs in your articles.

All these pages are in "Settings". For the details of each number, see Find and fill the gaps and Set up a review routine.

Clean up the articles

Old articles

On the search page, filter on the space and sort the results by "Oldest" or by "Updated". For an old article, open its analytics to see whether people still read it. Then decide with its owner:

People still read it: the owner checks it and sets a verification date.
Nobody reads it: archive it. To archive several articles, tick them and use "Archive" in the bulk actions.

An archived article leaves the search results, and a space coordinator can restore it. So when you are not sure, archive.

Duplicates

"Content management" > "Duplicated Contents" lists the files that appear in more than one article. For each one, keep a single article and archive the others, or link the articles if both are needed. See Check for duplicates.

Two articles that say different things on the same subject are worse than a duplicate: readers and AI agents can find either one. When you find such a pair, ask the owners to merge them.

Clean up the tags

Open "General" > "Tags". See Gardening tags for each action.

Merge the tags that mean the same thing, such as a singular and a plural.
Link the tags that are synonyms, so that a search on one finds the other.
Move a hashtag that many people use to a category.
Delete the tags that no article uses.

Review the spaces

In "Analytics" > "Spaces", the "Inactive Spaces" tab shows the spaces with no activity during the period.

The space is finished, for example a project space: close it. Nobody can publish in it any more, and it disappears from the navigation. Its articles stay in the search results. Archive the articles that are no longer useful.
The space is still needed but quiet: talk to its administrator. It may need a new coordinator, or its content may belong in another space.

To decide whether you have the right spaces, read Challenge your spaces.

Check the people

Check three lists:

Spaces with mandatory approval: each one has at least two approvers who are still there ("Content management" > "Approval").
Articles of people who left: the "Content Transfer" page lists the disabled users who still own articles. See Keep knowledge when someone leaves.
Open annotations: "Content management" > "Annotations" shows the open annotations.

End the review with decisions:

Choose two or three actions for the next quarter, each with a person and a date.
Publish them with the numbers, in the same article each quarter. People see what changed since the last review.
Tell the space administrators what you expect from them.

For a deeper review, once a year or before you enable AI features, use the Knowledge audit checklist.

Next step

Prepare your knowledge for AI: what to check before AI agents answer from your articles.