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How to Clean Up Your Content Library with a Three-Step Content Audit

Overview

A streamlined Content Library enables your proposal team to quickly complete RFP responses, answering 70-80% of a proposal with a quick click using Auto-Respond.

When you can automatically respond to those commonly seen questions, your team has more time to focus on tailoring each response to your customers’ specific needs.

A healthy Content Library also makes life easier for your subject matter experts (SMEs) because they don’t need to verify content outside of scheduled review cycles. They’ll have more time to focus on their other job functions, and you’ll have a Content Library full of the most accurate, up-to-date content.

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  • Step 1: Performing a ROT Analysis

    Begin by finding and eliminating any content that is Redundant, Outdated, or Trivial (ROT):

    • Redundant: Find duplicate or similar content by running a Duplicate report on questions and answers. Click View Similar Content to find comparable resources.
    • Outdated: Isolate any content not used in the last year with an advanced search. Search for tags and product names to find content from products, services and solutions that are no longer relevant.
    • Trivial: Search your Content Library for client- or deal-specific content.

    Step 2: Removing ROT Content from the Content Library

    There are two options for removing the content you have identified:

    1. Delete Q&A pairs you are sure you will not need again. If you delete them manually, they will go into the Content Library Trash for 30 days before being deleted. If you use the Duplicate report to delete them, they will be permanently deleted right away.
    2. Warehouse the Q&A pairs by storing them in an special Collection. Create a Collection and name it Archive. Restrict it to specific users rather than all your users. Identify the content you want to archive and move it to the new Collection. You will still have the content for reference, but it will not be returned in searches. If you ever need it, you can bring the content into a live project, update it, and save it into your active Content Library. 

    Unless you are sure you will never need the content again, we recommend option 2.

    Step 3: Setting Up Owners and a Review Cycle

    All content in your Content Library should have an Owner, a Subject Matter Expert (SME) who is responsible for the accuracy of the answer.

    It should also have a Moderator who is responsible for giving the final review. The Moderator should apply editorial standards to each answer and make sure that everything included in the Content Library is polished.

    How frequently your content is reviewed depends on the type of content:

    • Corporate content should be reviewed every 90 days
    • Product content should be reviewed every 6-12 months
    • Evergreen content (what you use to create the majority of your questionnaire responses) should be reviewed every 12-24 months

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  • Essentials features are subscription-based and may not be available for all users. Contact your account manager, or accountmanagers@responsive.io, for more details.

    Step 1: Performing a ROT Analysis

    Begin by finding and eliminating any content that is Redundant, Outdated, or Trivial (ROT):

    • Redundant: Find duplicate or similar content by running a Duplicate report on questions and answers. Click View Similar Content to find comparable resources.
    • Outdated: Isolate any content not used in the last year with an advanced search. Search for tags and product names to find content from products, services and solutions that are no longer relevant.
    • Trivial: Search your Content Library for client- or deal-specific content.

    Step 2: Removing ROT Content from the Content Library

    There are two options for removing the content you have identified:

    1. Delete Q&A pairs you are sure you will not need again. If you delete them manually, they will go into the Content Library Trash for 30 days before being deleted. If you use the Duplicate report to delete them, they will be permanently deleted right away.
    2. Warehouse the Q&A pairs by storing them in an special Collection. Create a Collection and name it Archive. Restrict it to specific users rather than all your users. Identify the content you want to archive and move it to the new Collection. You will still have the content for reference, but it will not be returned in searches. If you ever need it, you can bring the content into a live project, update it, and save it into your active Content Library. 

    Unless you are sure you will never need the content again, we recommend option 2.

    Step 3: Setting Up Owners and a Review Cycle

    All content in your Content Library should have an Owner, a Subject Matter Expert (SME) who is responsible for the accuracy of the answer.

    It should also have a Moderator who is responsible for giving the final review. The Moderator should apply editorial standards to each answer and make sure that everything included in the Content Library is polished.

    How frequently your content is reviewed depends on the type of content:

    • Corporate content should be reviewed every 90 days
    • Product content should be reviewed every 6-12 months
    • Evergreen content (what you use to create the majority of your questionnaire responses) should be reviewed every 12-24 months

    Blog_2.PNG

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