sharkitect-solutions/hq-knowledge-governance

HQ Knowledge Governance — K1-K5 Classification & Audit System

File Index

| File | Load When | Do NOT Load | |------|-----------|-------------| | references/k-classification.md | Classifying new documents or reclassifying existing ones | Simple document reads with no classification need | | references/governance-protocol.md | Running compliance checks, reviewing governance adherence | Quick document lookups or edits | | references/audit-methodology.md | Running KB audits, freshness checks, gap analysis | Single document operations |

Paired Agent

Launch knowledge-governance agent (Task tool) for execution-heavy work:

• Full KB audits (scanning all documents, checking freshness, finding orphans)
• Cross-reference integrity checks (verifying links between documents)
• Batch classification operations

Use this skill directly (without agent) for:

• Classifying a single document
• Quick governance compliance checks on one item
• Answering questions about the K1-K5 system

K1-K5 Classification Quick Reference

| Level | Name | Description | Review Cadence | Examples | |-------|------|-------------|----------------|----------| | K1 | Critical Enterprise | Loss = operational failure | Monthly | Client contracts, pricing model, compliance docs | | K2 | Core Operational | Loss = significant disruption | Quarterly | SOPs, workflow docs, architecture decisions | | K3 | Standard Reference | Loss = inconvenience | Semi-annually | Meeting notes, project plans, research summaries | | K4 | Supporting Context | Loss = minor gap | Annually | Historical decisions, past analyses, reference material | | K5 | Experimental | Temporary, disposable | On creation (30-day expiry) | Draft ideas, test documents, scratch notes |

Default-to-Higher Rule: When uncertain between two levels, classify at the HIGHER (more critical) level. Downgrading is safe; missing a critical classification is not.

Governance Decision Tree

NEW DOCUMENT ARRIVES
  |
  +-- Classify using K1-K5 (see references/k-classification.md)
  |
  +-- Check: Does it REPLACE an existing document?
  |     YES --> Version the old one, update cross-references
  |     NO  --> Check: Does it RELATE to existing documents?
  |               YES --> Add cross-references in both directions
  |               NO  --> Standalone document, proceed
  |
  +-- Apply metadata:
  |     - Classification level (K1-K5)
  |     - Owner (who maintains it)
  |     - Review date (based on cadence)
  |     - Related documents (cross-references)
  |
  +-- Store in appropriate location based on classification

Audit Triggers

Run a KB audit when ANY of these conditions are true:

1. Scheduled: Monthly for K1, quarterly for K2, semi-annually for K3
2. Event-driven: After a major project completion, restructure, or process change
3. Signal-based: User reports stale information, or a document conflict is discovered
4. Capacity: When new documents exceed 10% growth since last audit

Anti-Patterns

1. Classifying Everything as K1: If everything is critical, nothing is. Use the classification criteria strictly. Most documents are K2-K3.
2. Skipping Cross-References: Orphaned documents become invisible. Every document must link to at least one related document.
3. Audit Without Action: Finding issues without creating remediation tasks is worse than not auditing — it creates a false sense of governance.
4. Stale Review Dates: A review date that passes without review is a governance failure. Either review or reschedule with justification.
5. Over-Classifying K5: Experimental documents that become operational should be reclassified immediately. K5 that survives 30 days without reclassification should be deleted or promoted.