Document-Centric
Content exists as complete documents rather than reusable components
Duplication Issues
Same information copied across multiple files leads to inconsistency
Time-Consuming
Updates require finding and editing every instance manually
Your documentation isn’t broken- until it is
Teams don’t “choose” unstructured content as a strategy. They just start with what they know – a shared drive of documents, or a collection of Confluence spaces. At first, everything seems manageable because there are few products, few releases, and few contributors. Everyone “knows” where everything is, and copy-pasting feels faster than creating something reusable.
Phase 1
Simple start
- Few products, few releases
- Small team that “knows” everything
- Copy-paste feels efficient
Phase 2
Complexity creeps in
- More products, regions, languages
- Team grows, knowledge fragments
- Maintenance overtakes creation
Then the documentation overhead grows
More products. More regions. More languages. More contributors. Older versions that still need to be supported. Unstructured content propagates when:
- Each team creates its own pages, files, and spaces
- There’s no shared structure or taxonomy
- Short-term release pressure wins over long-term scalability
- Content lives inside documents instead of reusable components
What worked for a handful of pages becomes unmanageable for a multi-product documentation ecosystem.
It took two people two and half days to publish a 2000-page PDF in Confluence. Even small changes would throw off the formatting. With Paligo, we were able to publish the entire set of documentation, PDF and HTML, in a half day or less. And it looked good!
Heidi Meißner, Technical Writer at Kix Service Software