The 60-second audit

Check the row without rebuilding the whole sheet

  1. Destination. Does the link still open the expected domain and item?
  2. Option. Is the saved size, color, model, or configuration still visible?
  3. Evidence. Do the current photos, measurements, specifications, and source details still support the reason saved?
  4. Assumptions. Are price, currency, weight, route, and policy notes still dated and relevant?
  5. Status. Should the row remain research, return to lead, be replaced, or leave the sheet?

Update, replace, and archive mean different things

Update the row

The destination and item are the same, but a price, note, or evidence detail needs refreshing.

Replace the row

A clearer candidate now serves the same purpose. Link the replacement and write why it won.

Archive the row

The item, option, or destination no longer represents the saved decision, but the old note may still explain history.

Remove the row

The link is irrelevant, unsafe-looking, duplicated, or unsupported by enough evidence to be useful.

Use revisit triggers instead of arbitrary dates

Before comparison

Recheck when the shortlist changes

A new candidate can change the price context, evidence standard, or reason an older row survived.

Before QC

Recheck the exact option

Confirm that the current size, color, configuration, and source still match the QC request.

Before a cost decision

Refresh parcel assumptions

Update weight, dimensions, route, currency, and excluded costs before comparing totals.

After a redirect

Verify the destination again

Do not assume a new domain or intermediate page preserves the same item and option.

Preserve a small decision history

Old noteFresh checkRecorded action
Saved for clear size chartChart removed; option remainsReturn to research; request measurements
Saved as lowest total estimateRoute and currency assumptions are oldRefresh cost range before comparison
Saved for hardware close-upsCurrent photos show a different optionArchive and replace; preserve reason

Confidence should decay when evidence changes

A strong row can become a weak row without becoming a dead link. Lower the status when the evidence that earned the save disappears. This is more honest than leaving an old “approved” or “best” label in place.

Freshness note

Write “checked on [date] for destination, option, photos, and cost assumptions.” That sentence is more useful than a vague “updated” badge.

Use event-based reviews instead of a fake update schedule

A weekly review sounds disciplined but wastes time when nothing is close to a decision. Recheck a row when it moves from Research to Shortlist, when you request QC evidence, when the chosen option changes, when a cost assumption is refreshed, or after a long pause before action. These events are tied to risk; a calendar badge is not.

For active rows, keep a compact audit trail: checked date, destination result, option result, evidence result, cost-context result, and next action. For archived rows, preserve only the original reason and removal reason. This keeps the working sheet readable while retaining enough history to avoid rediscovering the same weak lead.

Review trigger

If the decision depends on a fact you did not recheck in the current session, return the row to Research until that fact is confirmed.

Keep maintenance small enough to repeat

Audit the rows nearest to a decision, not every archived lead. A spreadsheet becomes easier to trust when active rows are current and old rows are clearly separated. The aim is not permanent perfection; it is visible state.