We don't want old, outdated items to remain shared publicly for the rest of time. Instead of a regular review of publicly shared items, we have come up with a set-up that pro-actively monitors which items might be taken offline. We use TOPdesk for this purpose, it's a service management software that is also used by our IT department for managing user questions, assets like laptops and licenses and for booking meeting rooms in our offices. In this software our users can request publication of their data, which prompts their (project) manager to approve the quality of the item and which registers that item (web map, web experience) as an asset with TOPdesk. This asset has
1. a name
2. a URL
3. an end date (maximum 1 year in the future)
4. a person responsible for this item
TOPdesk will then schedule a task for the ArcGIS Online administrators to contact the person responsible for the item at the end date to check if the item can be taken offline (or internal) or what the new end date will be.
With this administrative process we ensure that only relevant data remains shared publicly and that users are aware of their data. This registration in TOPdesk also ensures that if a person were to leave our organization, they not only return their laptop and phone, but also appoint a colleague as person responsible for each publicly shared item they had.
