Documentation Maintenance Guide¶

This guide outlines the ongoing maintenance procedures for the BrainSAIT Knowledge System documentation to ensure it remains current, compliant, and valuable.

Table of Contents¶

1. Regular Update Schedule
2. Content Review Process
3. Feedback Collection
4. Community Contributions
5. Version Management
6. Quality Assurance

Regular Update Schedule¶

Quarterly Reviews (Every 3 Months)¶

Conduct comprehensive reviews of all documentation:

Healthcare Domain¶

• Review latest NPHIES updates and API changes
• Update PDPL compliance requirements
• Verify FHIR R4 profile specifications
• Check for new healthcare regulations in Saudi Arabia
• Update claim rejection types and handling procedures
• Review payer integration guidelines (Bupa, Tawuniya, etc.)

Business Domain¶

• Update market analysis and competitive landscape
• Refresh financial models and pricing strategies
• Review partnership agreements and vendor guidelines
• Update RFP templates and response guides
• Check brand guidelines compliance

Technical Domain¶

• Update infrastructure documentation (Cloudflare, Coolify)
• Review security protocols and compliance
• Update API documentation
• Check for deprecated technologies
• Update DevOps procedures and CI/CD workflows

Personal Development¶

• Add new reflections and insights
• Update learning resources
• Refresh productivity techniques

Monthly Updates¶

Focus on high-priority content:

1. Week 1: Healthcare regulations and compliance
2. Check for NPHIES announcements
3. Review PDPL updates

4. Monitor SHFA (Saudi Health Insurance Authority) guidelines

5. Week 2: Technical documentation

6. Update API references
7. Check for security patches

8. Review monitoring and alerting procedures

9. Week 3: Business updates

10. Update pricing and packaging
11. Refresh case studies

12. Review market positioning

13. Week 4: Community feedback

14. Process GitHub issues
15. Review analytics data
16. Implement suggested improvements

Weekly Tasks¶

• Monitor GitHub issues and discussions
• Review pull requests
• Check build status and fix any failures
• Update CHANGELOG.md with recent changes

Content Review Process¶

Review Checklist¶

For each page under review:

Accuracy¶

• All information is current and correct
• External links are valid and accessible
• Code examples work as expected
• Screenshots reflect current UI
• Version numbers are up to date

Completeness¶

• All sections are fully written (no TODOs)
• Cross-references are complete
• Related topics are linked
• Examples cover common use cases
• Both English and Arabic versions are synchronized

Quality¶

• Content is clear and well-structured
• Technical accuracy is verified
• Grammar and spelling are correct
• Formatting is consistent
• Images have alt text

Compliance¶

• Meets WCAG 2.2 Level AA standards
• Follows brand guidelines
• Respects privacy requirements (PDPL)
• No sensitive information exposed
• Proper attribution for external content

Review Process Steps¶

1. Identify outdated content

   # Find files not updated in 6+ months
   git log --since="6 months ago" --name-only --pretty=format: | sort -u > recent_files.txt
   find docs/ -name "*.md" > all_files.txt
   comm -13 recent_files.txt all_files.txt
   

2. Assign reviewers

3. Healthcare: Medical professionals + compliance team
4. Business: Business development + marketing
5. Technical: Engineers + architects

6. Personal: Content owner

7. Schedule review meetings

8. Quarterly: All-hands documentation review
9. Monthly: Domain-specific reviews

10. Ad-hoc: For urgent updates

11. Implement updates

12. Create feature branch: docs/quarterly-review-2024-Q1
13. Make changes with clear commit messages
14. Request peer reviews

15. Merge and deploy

16. Update version

    # Tag quarterly releases
    mike deploy 2024-Q1 latest --update-aliases
    mike set-default latest
    

Feedback Collection¶

User Feedback Mechanisms¶

1. Page-Level Feedback¶

Configure in page templates (when analytics are enabled):

# In mkdocs.yml extra section (when ready to implement)
analytics:
  feedback:
    title: Was this page helpful?
    ratings:
      - icon: material/emoticon-happy-outline
        name: This page was helpful
        data: 1
        note: Thanks for your feedback!
      - icon: material/emoticon-sad-outline
        name: This page could be improved
        data: 0
        note: Thanks! Please create an issue with suggestions.

2. GitHub Issues¶

Create issue templates for different feedback types:

.github/ISSUE_TEMPLATE/documentation-improvement.md:

---
name: Documentation Improvement
about: Suggest improvements to existing documentation
title: '[DOCS] '
labels: documentation
assignees: ''
---

**Page URL**
[e.g., https://fadil369.github.io/brainsait-docs/healthcare/nphies/overview]

**Issue Type**
- [ ] Inaccurate information
- [ ] Missing information
- [ ] Unclear explanation
- [ ] Broken link
- [ ] Outdated content
- [ ] Other

**Description**
A clear description of the issue or improvement suggestion.

**Suggested Fix**
If you have a suggestion for how to fix or improve the content.

**Screenshots**
If applicable, add screenshots to help explain.

3. Feedback Form¶

Create a dedicated feedback page:

docs/feedback.md:

# Documentation Feedback

We value your feedback! Help us improve the BrainSAIT Knowledge System.

## Quick Feedback

- 👍 **Found it helpful?** [Create a positive feedback issue](https://github.com/Fadil369/brainsait-docs/issues/new?labels=feedback,positive)
- 👎 **Found an issue?** [Report a problem](https://github.com/Fadil369/brainsait-docs/issues/new?template=documentation-improvement.md)
- 💡 **Have a suggestion?** [Share your idea](https://github.com/Fadil369/brainsait-docs/discussions/new?category=ideas)

## Contact

- **Email**: docs@brainsait.com
- **Discussions**: [GitHub Discussions](https://github.com/Fadil369/brainsait-docs/discussions)

Analyzing Feedback¶

Monthly Review¶

1. Collect feedback data
2. GitHub issues labeled "documentation"
3. Analytics page ratings (when implemented)

4. Direct emails to docs@brainsait.com

5. Categorize feedback

   ## Feedback Summary - Month YYYY-MM
   
   ### High Priority
   - [ ] Issue #123: NPHIES integration steps unclear
   - [ ] Issue #124: Missing Arabic translation for Claims section
   
   ### Medium Priority
   - [ ] Issue #125: Add more code examples
   - [ ] Issue #126: Update screenshots
   
   ### Low Priority
   - [ ] Issue #127: Minor typo in glossary
   

6. Assign and track

7. Create tracking issue for monthly improvements
8. Assign to appropriate team members

9. Set target completion dates

10. Implement and communicate

11. Make improvements
12. Close related issues
13. Thank contributors

Community Contributions¶

Encouraging Contributions¶

1. Clear contribution guide (in CONTRIBUTING.md)
2. Simple setup instructions
3. Code of conduct
4. Style guidelines

5. Review process

6. Good first issues

   # Label issues for new contributors
   - good-first-issue
   - help-wanted
   - documentation
   

7. Recognition

8. List contributors in CHANGELOG.md
9. Acknowledge in commit messages
10. Feature significant contributions

Contribution Workflow¶

1. Community member proposes change
2. Opens issue or discussion

3. Describes problem and solution

4. Maintainer provides guidance

5. Reviews proposal
6. Suggests approach

7. Points to relevant guides

8. Contributor creates PR

9. Forks repository
10. Makes changes on feature branch

11. Submits pull request

12. Review and merge

13. At least one approval required
14. CI checks must pass

15. Squash and merge with descriptive message

16. Thank and celebrate

17. Comment appreciation
18. Add to contributors list
19. Share in team channels

Partner Contributions¶

Enable healthcare providers and partners to contribute:

1. Real-world examples
2. Case studies from deployments
3. Implementation experiences

4. Best practices learned

5. Domain expertise

6. Clinical workflows
7. Regulatory compliance

8. Integration challenges

9. Translations

10. Arabic medical terminology
11. Regional variations
12. Cultural considerations

Version Management¶

Using Mike for Versioning¶

Mike is configured in mkdocs.yml and enables version management:

# Deploy new version
mike deploy 2024.1 latest --update-aliases

# Set default version
mike set-default latest

# Deploy stable release
mike deploy 2024.1 stable --update-aliases

# List all versions
mike list

# Delete old version
mike delete 2023.4

Version Strategy¶

1. Latest - Current development version
2. Updated continuously
3. May have work-in-progress content

4. For internal team and early adopters

5. Stable - Production-ready version

6. Quarterly releases (Q1, Q2, Q3, Q4)
7. Fully reviewed and tested

8. For public consumption

9. Archive - Historical versions

10. Keep for 2 years
11. Reference for legacy integrations
12. Compliance documentation

Version Naming¶

Format: YYYY.Q[.patch]

Examples:
- 2024.1    - Q1 2024 release
- 2024.1.1  - Patch release for Q1 2024
- 2024.2    - Q2 2024 release

Release Process¶

1. Feature freeze (2 weeks before quarter end)
2. No new features
3. Focus on review and polish

4. Fix bugs and broken links

5. Final review (1 week before release)

6. Complete QA checklist
7. Run accessibility tests
8. Verify all links

9. Check translations

10. Release (Quarter start)

    # Tag and deploy
    git tag -a v2024.1 -m "Q1 2024 Release"
    git push origin v2024.1
    mike deploy 2024.1 stable --update-aliases
    

11. Announce

12. Update CHANGELOG.md
13. Send notification email
14. Post on social media
15. Update README.md

Quality Assurance¶

Pre-Release Checklist¶

Before deploying new versions:

Build & Test¶

• Clean build succeeds: mkdocs build
• No broken internal links
• External links are valid
• Search functionality works
• Mobile responsive
• RTL layout correct for Arabic

Content Quality¶

• All pages have meta descriptions
• Images have alt text
• Code examples are tested
• Diagrams are up to date
• Cross-references are correct

Accessibility¶

• Lighthouse score 95+
• WAVE reports no errors
• Keyboard navigation works
• Screen reader compatible
• Color contrast WCAG AA compliant

SEO¶

• Sitemap.xml generated
• Robots.txt configured
• Meta tags complete
• Open Graph tags present
• Structured data valid

Compliance¶

• No sensitive data exposed
• Privacy policy followed
• License information correct
• Attribution provided

Automated Quality Checks¶

Set up automated tests:

# In .github/workflows/quality.yml
name: Documentation Quality

on: [push, pull_request]

jobs:
  quality:
    runs-on: ubuntu-latest
    steps:
      - uses: actions/checkout@v4

      - name: Setup Python
        uses: actions/setup-python@v5
        with:
          python-version: '3.11'

      - name: Install dependencies
        run: |
          pip install -r requirements.txt
          pip install codespell linkchecker

      - name: Spell check
        run: codespell docs/

      - name: Build docs
        run: mkdocs build

      - name: Check links
        run: linkchecker site/index.html

Metrics to Track¶

Monitor documentation effectiveness:

1. Usage Metrics (when analytics enabled)
2. Page views
3. Most visited pages
4. Average time on page

5. Search queries

6. Quality Metrics

7. Build success rate
8. Broken link count
9. Accessibility score

10. Load time

11. Engagement Metrics

12. GitHub stars/forks
13. Issues opened/closed
14. Pull requests

15. Discussions activity

16. Feedback Metrics

17. Positive vs negative ratings
18. Issue resolution time
19. User satisfaction

Maintenance Schedule Template¶

Use this template for planning:

# Documentation Maintenance - YYYY-QX

## Responsible Team
- Lead: [Name]
- Healthcare: [Name]
- Technical: [Name]
- Business: [Name]

## Goals
- [ ] Update all NPHIES integration docs
- [ ] Add 3 new case studies
- [ ] Improve Arabic translations
- [ ] Achieve 100% accessibility compliance

## Timeline
- Week 1-2: Content review
- Week 3-4: Updates and fixes
- Week 5-6: QA and testing
- Week 7: Release preparation
- Week 8: Deploy and announce

## Success Criteria
- Zero broken links
- All pages have meta descriptions
- Lighthouse score > 95
- At least 5 community contributions

Remember: Documentation is a living system. Regular maintenance ensures it remains the valuable resource that BrainSAIT teams and partners depend on.

OID: 1.3.6.1.4.1.61026