An article is correct on the day it is published. Later a price or a tool changes, and nobody updates the article. With a review routine, someone checks each important article before readers act on wrong information.

This guide explains how to organise the reviews. For the steps in the product, see Keep articles up to date.

Decide which articles need a date

A verification date says: "someone checked this article, and it is valid until this day". Put a date on the articles that people act on. Leave the others without one, or the owners get more reviews than they can do.

Kind of article	Examples	Verification period
Information that changes often	Price list, on-call contacts, opening hours	"One month" or "Three months"
Procedures and how-to guides	Refund procedure, software installation	"Six months"
Policies and reference documents	Travel policy, security rules	"One year"
Records of a moment	Meeting notes, news, lessons learned	No date. Archive them when they are no longer useful.

These periods are a starting point. Choose a shorter period where an error costs more.

Set the rule in each space

Articles of the same kind are usually in the same space. A space administrator can give every new article of the space a verification date: in the "General Settings" of the space, enable "Automatically schedule verification for new contents" and choose the period.

This option applies only to new articles. For the articles that already exist:

Open the analytics of the space and look at "Trending Content". These are the articles that people read most.
Ask each owner to read their articles in this list and to set a date on them.
Continue with the rest of the space, a few articles each week.

Do not set dates on a whole space without reading the articles. A green badge on an article that nobody checked is worse than no badge.

Check that each article has an owner who is still there

Elium shows the articles to check to their owner. If the owner has changed team or left the organisation, nobody sees these tasks.

The owner changes team: a space coordinator changes the owner in the "Content owner" panel of the article.
The owner leaves: a platform administrator gives all their articles to a successor with content transfer.

What owners do every week

On Mondays, Elium sends each owner an email with their articles that expire in the next seven days. Each person can disable this email under "Expiring Contents" in their notification preferences.

The full list is in "Tasks", in the "Expired" tab. A green date means that the article expires in the next 30 days. A red date means that it has expired.

Start with the articles that have the highest number in the "Expired reads (90 days)" column: people still open them. For each article, decide:

The article is	What to do
Still correct	Click "Mark as up to date" and choose a new period.
Partly wrong	Update it, then mark it as up to date. Save it as a "Regular update" or a "Promoted update" so that readers know it changed. See Update an article.
No longer useful	Archive it. It leaves the search results, and a space coordinator can restore it.
Not yours any more	Ask a space coordinator to change the owner.

In a space where approval is mandatory, an update goes through approval too.

When everyone must read the change

Some changes cannot wait until people open the article again, for example a new safety rule. Ask a platform administrator to send the article as an urgent notification. The message stays on screen until each recipient clicks "Mark as read", and the administrator sees who has read it and who has not.

What administrators do every month

Space administrators open the analytics of their space:

"Verified contents" shows the articles with a date, split between up-to-date articles and articles that need a verification.
"Expired Content Reads" shows the share of reads on expired articles.

See Space analytics.

Platform administrators open "Settings" > "Content management" > "Expired Content". The page shows the share of expired articles on the platform and the share of reads on expired articles over the last 90 days. The table below lists each expired article with its owner and its reads.

Start with the articles that have the most reads, and contact their owners. If the same owner has many expired articles, ask them what prevents the reviews: too many articles, a period that is too short, or articles that should belong to someone else.

Follow the two shares from month to month. When they go down, the routine works.

Why an expired article is still a risk

An expired article stays on the platform, with a red badge. People still find it in the search results. AI agents and portals use it too:

Answer and Smart Assistants can use an expired article as a source. See Answer: best practices.
AI assistants connected through MCP (Model Context Protocol) receive the verification date with each article, so they can see that the date has passed. See Search and read content.
A public portal (beta) shows the articles of its space with the same dates. An archived article leaves the portal immediately. See Keep a public portal up to date.

This is why the reads on expired articles matter more than the number of expired articles. An expired article that nobody opens can wait. One that 200 people opened this quarter cannot.

Next step

Plan the reviews of a team with the Content review schedule template.
See what is still missing: Find and fill the gaps.