Document Management

Relevant content is important. Studies show 90% of the individuals using Google search never look beyond the first page of results. The first 10 positions are the most desired as they get 94% of all clicks. From a design perspective it makes sense to keep the number of active posts to less than twenty.

Document Management Image #010
Document Life Cycle


WordPress is not a document management system but a successful blog needs to manage its content. The document life cycle can be broadly described as create, publish, archive, and store.



Every BLog post must begin somewhere and whether your decision is to use the WordPress TinyMCE editor or another editor, everything depends on the successful mix of skillfully created content and well crafted supporting artifacts. One of the goals of “” is to assist in this area. Visibility is restricted while documents are at this stage.


WordPress uses status to help with workflow and you may be surprised to learn there are eight.


  1. Publish
    Viewable by everyone. (publish)
  2. Future
    Scheduled to be published at a future date. (future)
  3. Draft
    Incomplete post viewable by anyone with proper user role. (draft)
  4. Pending
    Awaiting a user with the publish_posts capability (typically a user assigned the Editor role) to publish. (pending)
  5. Private
    Viewable only to WordPress users at Administrator level. (private)
  6. Trash
    Posts in the Trash are assigned the trash status. (trash)
  7. Auto-Draft
    Revisions WordPress saves automatically while you are editing. (auto-draft)
  8. Inherit
    Used with a child post (such as Attachments and Revisions) to determine the actual status from the parent post. (inherit)


It is also important to note WordPress keeps a history of your revisisions in case the circumstance arises where the current content has too many issues to fix. Depending upon your host, you may be able to change the number of revisions kept.



I like to refer to this as the social phase of the document life cycle. This is when visitors are reading your post, comments are being made, and replies added. Updates can be applied but they are more the exception than the rule.



At some point in time a blog post must be retired to make room for new content. This is accomplished by simply adding it to the “archive category”. When this action is complete the blog will not be included on the front page but is viewable on the archive page. It is suggested the ability to add comments be revoked for archive content. One way to accomplish this is by unchecking the “allow comments” option which can be found when the quick edit selection is clicked on the post listing.


Store “offline”

Some will view part or all of this step as an optional. The process is to save the archived blog html content to an external file and delete the WordPress post and associated artifacts.


I am an advocate of this for the following reasons.

  1. Keeps your site lean and performance snappy
  2. May save you some money on hosting
  3. If the need arises the html and/or artifacts can be reused



Pages follow the same path but with different rules. A page in most cases is created to support blog content. In this light it becomes an artifact. WordPress does not support assigning a category to a page as the approach is to organize your pages through the use of a breadcrumb style page hierarchy. In this scenario a page will never live in archive and the content is simply saved offline and the page deleted when the time arises.




About: Admin

My name is John Baer and I am the author of the Xidipity theme. My goal with Xidipity is to create a theme which is flexible and easy to use. This is accomplished by the application of templates and enhancing the classic editor. Xidipity leverages the latest web technologies to remain snappy.



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