Like you said the tool isn't really the problem here, the problem is the process around the tool. It's a good idea to sit down before you even start adding content and set categories and a rules-based process for what goes where. That way when your adding content you just move through a flowchart to determine location. It's also a good idea to have someone responsible for each entry, they don't necessarily need to be the only one updating it but they should at least know when changes are being made and it's their job to update when the content is no longer up to date.
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