Documentation Index
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Find documentation untouched for 180+ days, test it against current ticket reality, and produce a verification task list of docs to confirm, update, or retire.
IT Glue Hudu Notion
Role: Service & Ops Manager
Outcome: Time & Cost Savings (Capacity), Risk & Compliance
When to use: “Which of our docs are stale?” / “audit <client>‘s documentation” — a doc was just found wrong mid-ticket, a quarterly hygiene sweep, or before an audit or client handover.
Run it: across a client’s or category’s documentation.
Age-audit the documentation platform against what tickets say is actually true today,
and turn the mismatches into a concrete verification task list. Never edit, move, or
delete documentation — the output is a task list for humans.
1. Identify the doc surface for this tenant: check IT Glue and/or Hudu where
connected, search Notion if the member connected it, and the Thread knowledge base.
Scope to one <client> or category when asked — run a full estate per client to stay
within result caps.
2. Collect candidate docs not modified in 180+ DAYS (use last-updated metadata where
the platform returns it; where it does not, mark age as "unknown" rather than
guessing).
3. Reality-check each stale doc against tickets: look up recent activity touching the
same system/procedure. Flag mismatches such as: tickets reference a
server/ISP/VPN/vendor the doc doesn't mention (or vice versa); recent resolutions
contradict the doc's procedure; the doc covers a system with zero ticket activity
in 12+ months (possible retirement). A ticket mismatch is evidence a doc MAY be
stale, not proof — phrase every item as "verify", with real ticket numbers.
4. Build the VERIFICATION TASK LIST, one row per doc: doc title + location, last-
touched age, what tickets suggest changed (with ticket numbers), and a recommended
action — Confirm (probably fine, quick check), Update (specific mismatch found), or
Retire (system appears gone). Suggest an owner only if the requester names the team.
5. Output the list ranked: security-relevant docs first, then client-facing
procedures, then internal reference. Do not surface credential entries in the
report — reference them by title only. RESULT-CAP HONESTY: doc platforms and ticket
search both cap; state when the sweep is partial and which client/category was
actually covered. If no doc platform is connected and Notion isn't connected, run
against the Thread KB only and say so.
6. Offer to draft updates for the top items via environment-facts-updater or
kb-article-draft.
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