Sr-docs Site Ownership Matrix¶
Documentation rots without owners. This page assigns a named owner per section of sr-docs, defines the review cadence, and creates accountability for keeping content current.
Audience: Dan, section owners, anyone who edits sr-docs
Why this exists: Master plan item H1. Sr-docs has 180+ pages across 10 major sections. Without ownership, pages drift — the 2026-04-12 audit found ~95 stale references across 4 software guide pages, the architecture doc, the changelog, and several strategy docs. An ownership matrix turns "documentation maintenance" from a chore nobody does into "section X is mine, I review it quarterly."
Ownership Principles¶
- Every section has exactly one named owner. Not "the team" — one person who is accountable.
- The owner doesn't have to write everything. They can delegate writing, but they're responsible for review and approval.
- Review cadence is fixed. Quarterly minimum for active sections, semi-annually for stable reference sections.
- Stale content is a bug. Owners get pinged when content is past review deadline.
- Owners change as roles change. When someone leaves or shifts roles, ownership transitions explicitly — never assume.
Section Ownership¶
Top-level navigation sections¶
| Section | Owner | Review cadence | Notes |
|---|---|---|---|
| Home (index.md) | Dan | Annually | Updates when major sections are added/removed |
| Getting Started | [[role — manager?]] |
Annually | New employee orientation |
| Strategy & Planning | Dan | Quarterly | Operating playbook, master plans |
| Software Guides | Various (sub-section owners) | See below | Per-module ownership |
| Compliance & Certifications | [[compliance officer / Dan]] |
Quarterly | Regulatory environment changes |
| Company Policies | [[HR / Dan]] |
Annually | Annual review with legal counsel |
| Knowledge Base | [[manager + Dan]] |
Quarterly | Operational reference content |
| Training | [[HR / training lead]] |
Quarterly | New training added regularly |
| By Role | Per-role owner (manager of that role) | Quarterly | Each role hub maintained by the role's manager |
| FAQ & Troubleshooting | [[support / IT]] |
Monthly | Updated as new questions come in |
| Pipeline & Releases | Dan | Per-release | Updated whenever code is released |
| Developer Guide | Dan | Quarterly | Architecture, baselines, deployment |
Software Guides — sub-section ownership¶
Software Guides has many sub-sections. Each one needs its own owner because the content depth varies hugely.
| Sub-section | Owner | Review cadence |
|---|---|---|
| Glossary | Dan | Annually |
| Odoo Basics | Manager / IT | Annually |
| Customer Management | CSR lead | Quarterly |
| Operations / Inventory Processing | Warehouse manager | Quarterly |
| Operations / Weighted Materials | Warehouse manager | Quarterly |
| Operations / Shipping | Shipping lead | Quarterly |
| Operations / Helpdesk | IT / support | Quarterly |
| Operations / Maintenance | Garage lead | Quarterly |
| Operations / Truck Schedule | Dispatcher lead | Quarterly |
| Operations / Auction Monitor | Sales / buyer | Annually |
| Operations / Real Estate | Dan | Annually |
| Operations / Attendance | HR | Quarterly |
| Operations / KPI Dashboard | Manager | Quarterly |
| Dashboards | Manager | Quarterly |
| Reports | Manager | Quarterly |
| Sales & Marketing | Sales / marketing lead | Quarterly |
| AI & Automation | Dan / IT | Quarterly |
| HR & Employee Management | HR | Quarterly |
| Website | Marketing | Quarterly |
| System Administration | IT / Dan | Quarterly |
Compliance section¶
| Page | Owner | Review cadence | Trigger |
|---|---|---|---|
| Index / overview | Compliance officer | Quarterly | Regulatory changes |
| R2 Certification Preparation | Compliance officer | Quarterly | Until certified, then per surveillance audit |
| Data Destruction Procedures | Compliance officer | Annually | NIST/HIPAA updates |
| HIPAA Compliance Policy | Compliance officer + legal | Annually | HHS guidance changes |
| HIPAA Breach Response Plan | Compliance officer + legal | Annually | After any breach incident |
| Environmental Compliance | Compliance officer | Annually | TDEC / EPA updates |
| Workplace Safety | Safety officer / facility manager | Annually | After any incident |
| DOT Compliance | Fleet manager | Annually | FMCSA updates |
| Emergency Response Procedures | Safety officer + Dan | Annually | After any incident, when contacts change |
| Record Retention Policy | Compliance officer + legal | Annually | Legal/regulatory changes |
Company Policies¶
| Page | Owner | Review cadence |
|---|---|---|
| Index | HR / Dan | Annually |
| Employee Handbook | HR / Dan + legal | Annually |
| Disciplinary Procedures | HR / Dan + legal | Annually |
| Exit Procedures | HR / Dan + legal | Annually |
Knowledge Base¶
| Page | Owner | Review cadence |
|---|---|---|
| Index | Manager | Annually |
| Company Overview | Dan | Annually |
| Services Reference | Sales / Dan | Annually |
| Material Acceptance Criteria | Operations manager | Quarterly |
| Customer Pickup Workflow | Operations manager | Quarterly |
| Daily Opening & Closing Checklists | Facility manager | Quarterly |
| Aged Inventory Management | Sales / inventory manager | Quarterly |
| Visitor On-Site Procedures | Office manager / safety | Annually |
| Contractor Management Procedures | Facility manager / Dan | Annually |
| Cross-Training & Effectiveness | HR / Dan | Quarterly |
| Management Reporting Rhythm | Dan | Annually |
| Auto Recycling Playbook | Dan | Quarterly |
| Vendor & Partner Contacts | Office manager / Dan | Quarterly |
Training section¶
| Sub-section | Owner | Review cadence |
|---|---|---|
| Index + Learning Paths | HR / training lead | Quarterly |
| CSR Training (5 courses) | CSR lead + HR | Quarterly |
| Dispatcher Training | Dispatcher lead | Quarterly |
| Warehouse Training | Warehouse manager | Quarterly |
| Sales & eCommerce Training | Sales lead | Quarterly |
| Driver Training | Fleet manager | Quarterly |
| Social Media Training | Marketing | Quarterly |
| Manager Operations Training | Dan | Annually |
| Attendance Training | HR | Annually |
| Maintenance Training | Garage lead | Quarterly |
| Helpdesk Training | IT | Annually |
| HIPAA Training | Compliance officer | Annually |
| Compliance Training | Compliance officer | Annually |
| Other (Dashboards, DMS, Email Marketing, Onboarding, Recruitment, Scott AI, Time Off, Website) | Per topic | Annually |
Developer Guide¶
| Page | Owner | Review cadence |
|---|---|---|
| Index | Dan | Annually |
| Architecture | Dan + Nisarg | Quarterly + when modules change |
| Baselines | Dan + Nisarg | Quarterly + when modules change |
| Changelog | Dan | Per code change |
| Branch Workflow | Dan + Nisarg | Annually |
| Development Standards | Dan + Nisarg | Annually |
| Server Reference | Dan / IT | Annually |
| EXP Runbook | Dan | Quarterly |
| Debugging & Troubleshooting | Dan / IT | Annually |
| Deployment | Dan + Nisarg | Annually |
| Module Reference | Dan + Nisarg | Per module update |
| Per-module Programmer's Notes | Module owner | Per release |
| Telephony Integration | Dan / IT | Annually |
| Docs Ownership Matrix (this doc) | Dan | Annually |
By Role hubs¶
| Role hub | Owner | Review cadence |
|---|---|---|
| CSR | CSR manager | Quarterly |
| Warehouse | Warehouse manager | Quarterly |
| Driver | Fleet manager | Quarterly |
| Dispatcher | Dispatcher lead | Quarterly |
| Sales | Sales manager | Quarterly |
| Garage | Garage lead | Quarterly |
| IT Admin | IT lead / Dan | Annually |
| Manager | Dan | Annually |
Pipeline & Releases¶
| Page | Owner | Review cadence |
|---|---|---|
| Pipeline Board | Dan | Per release event |
| Environments | Dan / Nisarg | Annually |
| Per-release notes | Module owner who shipped the release | Per release (immediately after release) |
Owner Responsibilities¶
The owner of a section is responsible for:
Quarterly¶
- Read every page in the section — even if you wrote it, reread for staleness
- Verify accuracy — does it still reflect how things actually work?
- Update screenshots if any have drifted from the current UI
- Update version numbers referenced in the content (Odoo modules, software versions)
- Check links — internal and external
- Add new content if anything significant has changed
- Archive obsolete content if it no longer applies
- Submit a quarterly review note in
docs/developer/docs-review-log.md(create if doesn't exist) with: date, section reviewed, changes made, anything pending - Flag dependencies — if a section depends on info owned by someone else, ping them
Per-release (where applicable)¶
- For Pipeline & Releases, Software Guides for the affected module, and Developer changelog: update on the day of release, not later.
- Release notes follow the format of existing release notes — see
releases/sr_pickup_blast/v2.0.0.mdas the template.
Annually¶
- Major review — top-to-bottom
- Restructure if needed — reorganize sections that have grown unwieldy
- Submit annual review note with summary of changes for the year
As-needed¶
- Respond to incident or audit findings — if an audit flags a documentation gap, fix it within 14 days
- Respond to user feedback — if employees report that a page is wrong, fix it within 7 days
- Update on policy changes — same week as the policy change
Review Tracking¶
Maintain a review log at docs/developer/docs-review-log.md (create if it doesn't exist) with one entry per section per review:
## 2026-Q2 Reviews
| Section | Owner | Review Date | Status | Changes |
|---|---|---|---|---|
| Customer Management software guide | CSR Manager | 2026-04-15 | Complete | Updated 2 screenshots, fixed 1 broken link |
| Compliance / R2 | Compliance Officer | 2026-04-20 | Complete | Added pre-audit checklist |
| Developer Architecture | Dan | 2026-04-12 | Complete | Full sweep of stale sr_attendance refs |
| ... | ... | ... | ... | ... |
This becomes the audit trail showing the docs are actively maintained.
Stale Content Detection¶
A page is stale if any of these are true:
- Last review date is past the cadence (e.g., a quarterly section last reviewed 6 months ago)
- References uninstalled modules as if they were live (the 2026-04-12 audit caught 4 of these)
- Refers to old version numbers when newer versions are deployed
- Contains broken internal links
- Screenshots show old UI that no longer matches reality
- Procedures don't match how things are actually done anymore
- Contact info or roles are out of date
- External links return 404 or redirect to unrelated content
Detecting stale content¶
A simple monthly script could:
- Crawl all sr-docs markdown files
- Check for review dates older than 90 days (quarterly cadence)
- Flag broken links
- Flag pages that reference modules not currently installed
- Email the owner
This doesn't exist yet — it's a future enhancement. For now, manual quarterly review by each owner.
What "Owned" Doesn't Mean¶
Owning a section doesn't mean:
- You wrote it all yourself — owners can delegate writing
- You're the only person who can edit it — anyone can submit changes; the owner approves
- You have to be a subject matter expert on every detail — you can defer to specialists
- You're personally responsible for finding all errors — the team helps; you're accountable for the response
Owning a section MEANS:
- You're the person to ask when someone has a question about that content
- You're accountable for the quality and currency of that content
- You decide what gets included in your section
- You set the review schedule and stick to it
- You communicate when ownership transitions
Onboarding a New Owner¶
When ownership transitions (new hire, role change, employee leaving):
- Outgoing owner does a final review pass
- Outgoing owner documents anything in-flight or pending
- New owner reads everything in the section to get familiar
- New owner updates the ownership matrix (this doc)
- New owner runs their first quarterly review within 30 days of taking ownership
- Manager / Dan confirms the transition
When There's No Obvious Owner¶
If a section doesn't have a clear owner (new section, departed employee, unclear role):
- Dan is the default owner — he handles content until someone else can take it over
- Don't leave gaps — assigning an interim owner is better than no owner
- Promote ownership when capacity allows — Dan should not own everything long-term
Update This Document¶
When ownership changes, update this matrix immediately. A stale ownership matrix is worse than no matrix.
The owner of THIS document is Dan.
Review cadence: annually.
Last update: 2026-04-14.
Related¶
~/Desktop/Sr-docs/docs/developer/changelog.md— changes to the docs site itself~/Desktop/Sr-docs/docs/strategy/operational-master-plan.md— workstream H (docs maintenance)~/Desktop/sr-analysis/stale-docs-audit-and-release-notes.md— the 2026-04-12 audit that motivated this doc- Master plan item H1