Confluence Cloud governance and review plans?

Question

We are looking to provide more structure and content review, management and retention for our Confluence application. We've had the product for almost ten years; therefore, content can get stale and out-of-date.

Does anyone have a governance/action/review plan to share? Or suggestions on how to start and/or templates?

We want to establish review and retention policies and procedures for business accountability of their content and ensuring it's still needed and correct.

Adrian Hülsmann - B1NARY · Answer

Hello @Amy Carey

Your use case sounds like a perfect fit for Breeze, available at the Atlassian Marketplace, which gives you review and approval workflows for identifying outdated Confluence pages and ensuring that they stay up-to-date.

In my experience, governance plans differ from company to company, depending on their size, user roles, and team experiences. Also, the structure of your knowledge base must be considered, e.g., whether you have only a few spaces (possibly with thousands of pages) or a myriad of spaces with fewer pages each.

That is why Breeze is flexible enough to handle all scenarios and is used by companies of various sizes and content structures.

To see it in action, feel free to schedule a demo with me, where we can also discuss your exact governance plan.

All the best,
Adrian (we are the developers of Breeze)

Aron Gombas _Midori_ · Answer

@Amy Carey

Confluence Automation could be one approach, and it can work relatively well for smaller needs, but if you are a larger team and you are collecting content for ten years, it may not scale very well. It is not flexible enough (configuration is hard to manage for a site with 100+ spaces), it won't be able to handle tens of thousands of pages and blogs very well, and so on.

Our Better Content Archiving and Analytics app is a purpose-built one and it has been developed for more than 10 years. It is used by the largest companies world-wide with great success. It is flexible enough for the Enterprise (proven!) and it is able to work even on more than a million pages (proven!) on Data Center.

You may want to check these features related to your use case:

* custom statuses (to automatically recognize the pages that went out of date, is not visited any longer or reach a specific expiration date)
* custom notifications (to send the list of pages to review to their authors, owners, selected user or even groups)
* scalable automations  (to automatically archive or delete pages based on custom conditions)
* reports and dashboards (to get a good overview of the current state of your content, number and percentage of pages in each status, list of the pages in each status, etc.)
* per page analytics (to understand if a page or blog post is in actual use)
* ...and so on

Trial for free to see if it fits your team (it will!)

(Disc. it is a paid and supported app developed by our team for 10+ years. Free for 10 users!)

Tom_Carrott_Adaptavist · Answer

Hey @Amy Carey

That's a great question! There are several effective ways to manage content lifecycle in Confluence Cloud.

Automation is a powerful tool to streamline your processes. By using labels and the page status feature, you can efficiently categorise and track content throughout its lifecycle. Labels allow you to tag content with specific attributes, helping with organisation and search. Page status provides visibility into the content's current state, such as draft, in review, or published.

If you're looking for more advanced content management capabilities, exploring third-party apps from the Atlassian Marketplace might be beneficial too. These apps often offer specialised features tailored to specific content management needs.

We at Kolekti are developing a content management app specifically designed for Confluence - Panorama. Our solution aims to provide robust features for organising, governing, and optimising your content. If you're interested in learning more, feel free to check out our landing page and early access program sign-up - https://www.kolekti.com/getpanorama

Hopefully this is helpful :)