Hej,
TLDR: Message Board is not Knowledge Base.
There seems to be a bit of confusion, you deem important to apply tools known typically from Knowledge Bases, to a Message Board, and the main justification is the fact that some parts of content (topics, posts) contain information which is no longer relevant, or the relevance is hard to qualify, but is constantly fed into AI models, which blends it alltogether.
KNOWLEDGE BASES
I’m writing this based mostly on my hands-on experience with Knowledge Management that functions in ServiceNow. The most common model used there, is to create one or more Knowledge Bases (KB), each has a person who is KB Owner, optional KB Managers, and set of basic configurations, like Validity of articles, Categorizations, allowed templates, and User Criteria (who can read, who cannot, and who may contribute). By default two types of workflows are available for Publishment (Publish Approval, and Instant Publish), same applies to Retirement of an article that resides in that Knowledge Base.
Article itself, apart from Title and Body, also has various other attributes, like a language, name of KB where it is stores, version, author, and Ownership Group.
When article is drafted, and is to be published, if KB is set for Instant Publish, such action happens immediately. For KBs that have Publish Approval, once author wants to Publish his/hers Draft, presses Publish button, the article moves to Review state, and request for approval is generated and sent out to each member of article’s Ownership Group, in case such group is missing, KB Manager or KB Owner is asked to approve. Once article is approved it gets into Published state, and if Rejected, then moves back to Draft.
A Published article is visible in Service Portal (Web Front) to users that are allowed to read articles in particular KB. It gets a ‘Valid to’ date set according to default Validity setup on the KB level.
What happens when Valid to date is approaching?
- Notification is sent to Article Author that article should be reviewed.
- To review article, the author (or other member of article’s Ownership Group) has to Checkout the article, edit if needed, provide next Valid to date (which is not more than default allowed for Knowledge Base), and press Publish (triggering publish approval workflow again).
- Articles that passed their Valid to date, and were not reviewed, move to state Outdated, and are no longer visible on Service Portal, but are still retrievable from the backend, by more advanced platform users.
- Article which was reviewed and approved for Publishment, is again visible on Portals, it retains its KB number, but the record itself is new, it has increased version number value, and different record sys_id.
Feedback options
- Feedback to articles is given by various means, but two are the most popular
- Comments - users may be allowed to leave a comment under the article
- Mark as Helpful (Yes / No)
- Author / Reviewer of an article may use comments to improve the article.
- There may be mechanism that generates a Knowledge Feedback Task each time user selects that article was Not Helpful (a justification is required) - this creates KFT ticket, and assigns it to Ownership Group / Author to act on feedback.
MESSAGE BOARD
As you can spot, whilst article authors at Knowledge Bases, understand that the article may be modified and reviewed by other people, they agree for the Ownership Group to assume authority over the article, and assume repsonsibility to wield its lifecycle each time the review time approaches.
Authors of Posts at Message Boards, ususally assume that no-one would edit the contents of their post. With small exceptions for automated mechanisms that e.g., asterisk slurs, specific well-documented bots. The general assumption is that admins/moderators, while are in position to technically modify any user post title/contents, they are not excercising that power. (Some Message Boards, have ‘Rules’ described, and sometimes moderators reserve the rights for certain operations, but these situations are always agreed within the ‘Rules’.
Timestamps
Message Boards Posts and Comments have timestamps, some boards implement additional options for categorizations applicable to end-users. By checking when post was created we may (not instantly) relate it to specific release of application / system it tackles. That needs a bit of holistic and often specialist knowledge, and here AI models that scrap message boards are often failing, trying to condense discussions without being able to appropriate it to specific release/version of discussed software/issue.
Retired topics
Your point to have ability to exclude certain scopes from serach results, e.g., of retired software versions, or filtering to narrow to specific version of software is great. And is a valid input to admins/development team here, about some tagging system, or introducing categorization options, or making hierarchy more readable.
But none of that would happen unless:
a) A Product Catalog is added to MB and maintained
b) Product Versioning is applied, e.g., as a Tagging mechanism
c) Ability to attribute Posts/Comments with selected Product/Version,
d) Persuading users to tag proper software models and versions in their posts/comments
e) Making sure users are tagging correctly.
BR & Happy New Year!
M.T.J.