Collection cleanup planner
DESCRIBED | Knowledge Cleanup
By Jonathan Malchow Vega
https://knowledgecleanup.com/tools/
Version 1.1 | 19 October 2026

FICTIONAL WORKED EXAMPLE. Not a client case study.

Choose a small collection. Preserve originals, document authority, and test whether another person can retrieve the right version.

Collection or folder
Fictional policy folder, three versions

Who uses it
Staff consulting the current policy

Person responsible
Policy owner, to confirm authority

Authoritative location
Approved PDF linked from the approval record, after owner confirmation

Naming rule
topic_status_version for working copies

Minimum metadata fields
Title, source, owner, status, version, approval reference

Duplicates to review, not delete
final.docx and final2.docx; keep until retention review

First action and review date
Confirm the approved version with its owner; review the retrieval test next week

Use: You may adapt this worksheet for personal or internal organizational work. Keep the author and source credit on blank copies shared internally. You retain your entries. Public redistribution or resale of blank templates requires permission.