Knowledge and Access Capture.

Capture the knowledge and secure the access that make a person irreplaceable, so what they hold is controlled by the organization rather than trapped in one head.

For each high-risk function on your Key-Person Risk Map.

Capture the knowledge, for each high-risk function

The steps only this person knows, written plainly enough for a successor

The logins and where to find them (store securely, not in the open)

The key contacts and the history of each important relationship

The quirks and gotchas that would take a successor months to learn the hard way

Where this captured knowledge is stored, under the organization’s control

Secure the access, for each critical system

Does the organization, not just the individual, hold or have immediate access to every critical account, password, and record?

For anything held only by one person, get it into shared, organization-controlled hands now

If a key person will not share knowledge or hand over access

Treat it as a serious risk and a warning sign, and address it directly. Where it concerns money or records, protect the organization’s access regardless. Where it is about trust and a culture of hoarding, that routes to culture and team health.

The test is simple: if this person vanished tomorrow, could the organization still get into every account and follow what they did? When the answer is yes, the knowledge and access are no longer a single point of failure. Feeds the Cross-Training Plan.

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