Purpose
- To provide information on ensuring that critical Knowledge is transferred to the team or group when an IT staff member leaves
When to Use
- Retirement, resignation, or role change
- High-risk or hard-to-replace roles
- Long-tenured staff with institutional Knowledge
- Manager Reminder: This is about continuity and stewardship — not performance review
User
- Knowledge Management (Facilitator)
- Departing Staff Member (Subject Matter Expert)
- Manager / Asset Owner / Group Leader
- Successor / Backup (if available)
Manager Checklist
1. Initiate
☐ Notify Knowledge Management immediately
☐ Confirm departure date and availability
☐ Identify interim coverage or successor
2. Prioritize Risk
☐ Identify critical systems and services owned
☐ Assess “single-point factor” (Is this Knowledge held by one person?)
☐ Flag compliance, security, or academic calendar risks
3. Enable Knowledge Capture
☐ Protect staff time for interviews/documentation
☐ Encourage sharing of tacit and undocumented Knowledge
☐ Remove fear of evaluation or blame
4. Transfer & Validate
☐ Ensure team/successor can find and use Knowledge
☐ Schedule walkthroughs or demos
☐ Assign ongoing ownership of documentation
5. Close
☐ Confirm high-risk gaps addressed
☐ Capture lessons learned
☐ Acknowledge and thank departing staff member