Find the unanswered questions before choosing the platform.

Use a simple 0–3 scale.

• 0 — Unknown: an owner or answer has not been identified.
• 1 — Assumed: there is a plausible answer, but it has not been checked.
• 2 — Written: the requirement, source and responsible owner are recorded.
• 3 — Checked: representative users or system owners have verified the requirement with an example.

1. Audience and tasks

List staff groups, locations, devices, languages and access needs. Identify recurring questions and actions, then check priorities with representative users.

2. Content ownership

List policies, forms, guidance and announcements. Name a current source, publisher, reviewer, relevant date, archive rule and correction route for each group.

3. Findability

Define navigation, search terms and useful filters. Test everyday questions and a search with no result. Decide how stale or superseded answers are handled.

4. Identity and permissions

Document approved sign-in and role sources, contractors, new hires, departures and restricted material. Check access through direct links, search, attachments and exports.

5. Internal workflows

Separate finding information from taking action. Name the owner of requests, approvals, reminders and final records, including rejected or stalled work.

6. Connected systems

List identity, HR, learning, document or ticketing tools involved. Record what moves, in which direction, how often and who handles failed updates.

7. Operating ownership

Name content, technical, access and support owners. Agree corrections, releases, backups or exports and what happens when a department stops maintaining material.

8. Launch checks

Prepare representative find-and-complete tasks, keyboard and mobile checks, permission tests, failed-connection handling and support handoff. Keep the examples used to accept the release.

Use the gaps, not just the total.

A high total does not resolve an unknown access rule or missing content owner. Use a low score to decide what needs investigation. The scorecard is a planning aid, not a certification.