Content Review Schedule Template

What is a content review schedule?

A content review schedule is a structured plan that assigns review ownership, sets review frequencies, and tracks completion status for every article in a knowledge base — ensuring content stays accurate and users can trust what they find.

Knowledge bases decay by default. Articles written during a product launch describe features that have since changed. Procedures documented after an incident reference systems that have been replaced. Without a review schedule, no one notices until a user follows outdated instructions. A content review schedule prevents this by making review a planned activity rather than a reactive one. Each article has an owner, a review frequency tied to its criticality, and a visible status that shows when the next review is due.

Who should use this template?

This template is for teams responsible for knowledge base maintenance:

• Knowledge Managers — plan review cycles across the entire base and ensure every article has an assigned reviewer
• Content Owners — track which articles they are responsible for and when each review is due
• Governance Leads — monitor review completion rates and escalate overdue articles to the relevant owners
• IT or Operations Directors — ensure that critical documentation (compliance, security, infrastructure) is reviewed on schedule

What’s included in this template?

The template has two parts: structured metadata fields and the schedule body.

Metadata fields classify the schedule:

• Schedule title and reference period (e.g. Q1 2026)
• Knowledge base or space covered
• Schedule owner — the person accountable for overall review coordination
• Reporting frequency (weekly, monthly, quarterly)

Schedule body tracks reviews:

• Review inventory — list of articles grouped by space or topic, with assigned owner and review frequency
• Criticality classification — criteria for assigning review frequency (critical: monthly, standard: quarterly, low-risk: biannually)
• Status tracker — current review status per article (due, in progress, completed, overdue)
• Completion metrics — percentage of reviews completed on time, overdue count, and trend vs. previous period
• Escalation rules — what happens when a review is overdue by 7, 14, and 30+ days

How to create and customise this template in Elium

1. Open the Template Builder — Go to your profile menu and select the Template Builder tab, or click “+ Create” and choose “Create a new template”.
2. Set the scope — Choose an icon, enable the template, and decide whether it applies platform-wide or to specific spaces (e.g. your Knowledge Governance or Content Operations space).
3. Add structured fields — Click “Field” to add metadata: text fields for schedule title and reference period, a tag field for the space covered, a user field for schedule owner, and a tag field for reporting frequency. Mark schedule title and schedule owner as mandatory.
4. Build the schedule structure — Use the “+” button to add content blocks: a table block for the review inventory with columns for article, owner, frequency, and status. Add text blocks for criticality classification and escalation rules. Add placeholder prompts (e.g. “Which articles are classified as critical and require monthly review?”).
5. Preview and save — Review the template layout, then save. Knowledge managers can now plan review cycles using a consistent format, and you can apply it to existing content in bulk.

How AI helps you create and use this template

Capture faster. Ask Elium’s AI to generate a review inventory from your existing knowledge base. It lists articles by space, identifies those with no review date or no assigned owner, and suggests review frequencies based on content age and usage — giving you a starting schedule in minutes.

Retrieve smarter. A governance lead asks Elium’s AI: “Which critical articles are overdue for review this quarter?” The AI returns the list with owners and last review dates — turning a manual spreadsheet check into an instant answer.

Why teams use Elium for content review scheduling

Review schedules fail when they live outside the knowledge base they govern. A spreadsheet tracking review dates is abandoned within weeks because updating it requires effort disconnected from the content. Elium keeps the schedule where the content lives: review dates, owners, and status are part of article metadata, and structured templates ensure every review follows the same process.

VINCI Energies — 97,000 employees across 61 countries — manages 4,000+ articles across 110+ spaces. At that scale, content freshness is a governance requirement. By assigning ownership and review cycles through structured templates, they ensure documentation stays current and engineers trust it as their primary reference.