Archiving Content
PublisherArchiving is how you remove outdated or irrelevant content from active circulation without breaking existing links. It is a graceful retirement, not a deletion.
When to Archive
Consider archiving an article when:
- The information is outdated and no longer accurate
- The topic has been superseded by newer, more comprehensive content
- The article covers a time-limited event or initiative that has concluded
- The content no longer aligns with the organization's focus areas
Archive, do not delete
Archiving preserves the article's URL and data. Learners who bookmarked or linked to the article will see an archived notice rather than a broken page. Deletion should be reserved for content that was published in error.
How to Archive an Article
Open the Articles collection and find the published article you want to archive.
Click into the article to open it.
Change the Status field from Published to Archived.
Save the article.
- Removed from listings — The article no longer appears in category pages, search results, or content recommendations.
- URL preserved — The article's direct URL continues to work. Visitors who follow an existing link will see the content with an indication that it has been archived.
- Not permanently gone — Archived articles remain in the admin panel. They can be returned to Draft status if you want to revise and republish them.
Before archiving, check whether the article is referenced by any active courses or learning paths. Archiving an article that is part of an active course may create gaps in the learner experience.
Reviving Archived Content
If archived content becomes relevant again or needs to be updated and republished:
Open the archived article in the admin panel.
Change the status from Archived to Draft.
The article re-enters the editorial pipeline. A contributor or Editor can update the content, then it goes through the standard review and approval process before being published again.
Best Practices
- Review before archiving — Skim the article to confirm it truly needs archiving rather than a minor update.
- Batch thoughtfully — If archiving multiple articles at once, stagger the removals to avoid sudden gaps in your content library.
- Keep records — Note why you archived an article so the team has context if someone asks about it later.