What’s the Best Way to Manage Old Intranet Content?

author Kerensa Johnson, November 17, 2017

Intranet Content | Claromentis

Everyone knows how important intranet content is. In fact, it’s the very raison d’être of an intranet; without it, an intranet would offer little more than a glamourised list of apps. Intranet content aims to inspire and engage employees, providing meaningful and targeted information that allows staff to get their day-to-day tasks done with ease. News stories, blogs, knowledge base articles, company announcements, and more make up the key areas of an effective and successful intranet, with some companies employing dedicated intranet content teams to oversee the whole thing.

Creating new intranet content

There’s plenty of information out there on how to create new and meaningful intranet content. Our very own website holds countless blogs and advice guides on effective content management; intranet content consultancy is a real thing; and Google searches for “intranet content ideas” have been increasing steadily over the past 5 years. So the demand, and supply, is out there.

But what about intranet content that’s old? What if, like many companies, you installed intranet software a good few years ago; does that mean the content on there isn’t relevant anymore?

What happens to old content?

We asked ourselves this very question in a recent product meeting. The story goes that our MD, Nigel Davies, was searching our intranet for an answer to a question. What he found was a knowledge base article which gave him the answer he was looking for, but it was a couple of years old. Did that mean the answer was no longer true?

This prompted a discussion about how best to manage old content. Should every piece of content have an expiration date? If so, then articles that are still relevant would be unintentionally removed from the intranet. A softer approach, like implementing review dates, might be better in that case, and it’s a feature available in Claromentis already. But if we aren’t using it, then maybe there’s a better way.

Content cleanup ideas

The concept of a “content cleanup”, whereby old intranet content is proactively managed, sparked some interesting ideas. One option suggested would be to alter the way our intranet search works, where newer content automatically ranks higher in search results than older pieces. This would point users in the right direction towards helpful content. Another idea proposed would be to implement a “half-life” concept, where content would “decay” the older it gets.

One thing that stood out, though, was that there’s no single solution. Organisations use their intranet in different ways, and what might work for one company might not work for another. What’s key is that we shape our roadmap to provide a digital workplace that can best deliver customer needs.

The future

As offices become more and more digital, the importance of relevant, accurate, and up-to-date content grows. This calls for business software that constantly responds to the ever-changing needs of the modern worker, where intelligent search and content relevancy are the future. And only by listening to our customers and each other can we achieve this. Watch this space!


Do you have a process in place to manage old intranet content? What would you like to see available in Claromentis? Get in touch and let us know!