It’s funny how much knowledge is tied up in people and unrecorded anywhere else. In my team, we try to capture some of this institutional memory by creating staff manuals.
Rather than have the staff manual as a continuous work in progress, it is reviewed and refreshed whenever something changes e.g. a member of staff joins or leaves, or a new procedure or task arises.
As well as adding new information, periodic reviews help identify any information which is obsolete or needs updating. For example, when there are staffing changes, it is good practice to changes usernames and passwords for accounts, especially those which are linked to credit cards.
Keeping a record of old copies of staff manuals is also helpful in building a history of your organisation and how things used to be. It’s amazing how quickly things change, and looking back on it can give you a great sense of achievement when you see how far you and your team have come!