So True. As you said, tools can only do so much. It's up to us to have better practices around them.
We are also using the Atlassian suite of products. They have recently improved a lot in their search functionality that helps to search faster. We also organized the documentation as the screenshot. This combined with search helps us to find items faster.
For obsolete pages, we either mark them as 'obsolete' in the title or bury them deep in one of the Confluence 'spaces'.
Confluence spaces is one and the main thing that makes all pages lost in this app. I couldn't simple recall where was that article in which space in which subpage.
After some time we understood we spend couple hours a week!!!! just organizing confluence.
We're a place where coders share, stay up-to-date and grow their careers.
We strive for transparency and don't collect excess data.