DESCRIBED / Knowledge Cleanup / Resource 01
Collection cleanup planner
Choose a small collection. Preserve originals, document authority, and test whether another person can retrieve the right version.
By Jonathan Malchow Vega · Free · No signup
Start here
- Choose one folder people already use. Keep its originals intact.
- Confirm who can identify the official copy before renaming or moving files.
- Write one small action, then ask someone else to find the right copy.
A useful finish: Another person can locate the authoritative copy and explain how its authority was confirmed.
Use it here or take a copy
Fill in the browser worksheet below, or download the three-page workbook with a quick start, fictional example and two fillable pages.
Blank text template · Text example
Print pages 2 and 3 for a blank worksheet. Save and reopen a filled PDF to check your entries. Use the text template for longer notes.
See a completed fictional example
This example is invented to show how the worksheet works. It is not a client case study.
- 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
Write your own notes
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Read alongside the worksheet
Version 1.1 · 19 October 2026. Adapt for personal or internal organizational work. Keep the author and source credit on blank copies shared internally. Share this page when recommending the resource.