Content audit

List every document that bears on the task, then sort it into three piles: authoritative, superseded, and unowned. Most organisations discover that the pile they rely on daily is mostly the third — documents nobody maintains, whose last editor left, which are still being cited in decisions.

For everything you intend to keep, record an owner and a review date. An owner is a person, not a department. This step feels administrative and it is the step that decides whether your knowledge base is still trustworthy in six months, so do it before you touch any tooling.