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Documentation Maintenance

Regular Audits​

Schedule​

  • Monthly: Review recently changed documents for accuracy
  • Quarterly: Full audit of high-traffic documentation
  • After Releases: Update docs for new features and API changes
  • Project Cycle: Comprehensive review at project handover (every 9 months)

Project-Specific Review Cycle​

Given the 9-month project duration, documentation should be reviewed:

  • At Project Kick-off: Entire team reads through documentation and handover notes during first week
  • At Project Handover: Outgoing team updates docs and handover notes, incoming team reviews them
  • Mid-Project Check: Full team review around the 4-month mark
  • When Processes Change: Update relevant documents immediately when workflows change

Audit Checklist​

  • Information is still accurate and relevant
  • Code examples work with current versions
  • Links are still valid
  • Screenshots match current UI
  • Contact information is up-to-date
  • Procedures reflect current workflows

Deprecation Process​

  1. Mark as Deprecated: Add deprecation notice in document front matter
  2. Visual Indicator: Add deprecation warning at top of document
  3. Provide Alternatives: Link to replacement documentation
  4. Communicate Change: Notify team of deprecated content
  5. Schedule Removal: Remove after 3 months unless still relevant

Versioning Strategy​

  • Current Version: Always reflect the current state in main branch
  • Archived Versions: Keep major version docs in versioned branches
  • Migration Guides: Provide upgrade paths between major versions
  • Version Tags: Use semantic versioning for API documentation

Maintenance Triggers​

  • Code Changes: When related code is modified
  • Tool Updates: When software tools or versions change
  • Process Changes: When team workflows are updated
  • User Feedback: When users report issues or confusion
  • Scheduled Reviews: Based on the audit schedule above

Ownership​

  • Primary Maintainer: Original author or subject matter expert
  • Backup Maintainer: Team lead or designated backup
  • Review Responsibility: Entire team shares responsibility for accuracy