Building a Governance System for Knowledge at Scale

Context

The Training Team's Confluence environment had grown organically: duplicate content, inconsistent ownership, difficult search, outdated information, inconsistent page structures, and a reliance on individuals to know where the answers lived.

My Role

Designed and implemented a governance framework for the team's knowledge base.

Content audit

More than 30 core pages were identified as requiring structured ownership before any standardization work began.

Review framework

Introduced structured fields on core pages, including:

• Owner
• Last approved date
• Reviewer
• Next review date
• Change history

New content standards

Introduced expectations for anyone contributing going forward:

• Search for existing information before creating a new page
• Use standardized layouts and templates
• Clear ownership expectations
• Clear review expectations

Outcomes

• —Reduced duplication through consolidation
• —Improved governance and accountability across the knowledge base
• —Created clearer standards for future content creation
• —Improved the long-term sustainability of the knowledge base