When an employee leaves, their knowledge often leaves with them.
Most businesses have processes for returning equipment and removing access, but many overlook something equally important. That is ensuring valuable records and information is registered or properly handed over.
Without a structured approach, businesses can face missing documentation, lost project knowledge, duplicated work, and unnecessary disruption for the new employee taking over the role.
One way to combat this issue is to implement a records and information handover process. By using a structured checklist, businesses can ensure that records, documents, and critical knowledge remain accessible and continue to support the business long after an employee has moved on.
A Simple Records And Information Handover Checklist.
A documented records and information handover checklist should form part of the employee offboarding process. The checklist should be completed jointly by the departing employee and their manager, with both parties signing off to confirm that records, documents, ongoing work, and business knowledge have been reviewed, transferred, and stored correctly. This provides assurance that important information remains accessible after the employee has left.
Before an employee leaves, make sure they:
✅ Store all business documents in approved locations.
✅ Remove important information from personal folders and local drives.
✅ Capture key emails, decisions, and project records.
✅ Update the status of ongoing work and outstanding actions.
✅ Identify important contacts and stakeholders.
✅ Transfer ownership of records, projects, and shared resources.
✅ Document critical processes, procedures, and recurring tasks.
✅ Ensure records are named, organised, and easy to locate.
Why It Matters.
A good handover helps ensure that information remains with the business, not the individual.
When records are properly stored, organised, and maintained, new employees can quickly pick up where their predecessors left off, reducing disruption and protecting valuable business knowledge.
Employee turnover is inevitable. Information loss doesn't have to be.
At eDocSolutions, we help organisations develop practical records and information management solutions that keep information organised, accessible, and under control.
