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Knowledge Retention and Transfer (KRT) Model

The Knowledge Retention and Transfer (KRT) Model aims to institutionalize effective knowledge retention processes throughout the cycle of staff transition and effective knowledge handover from outgoing to incoming staff, which in turn improves productivity, reduces stress and frustration, and provides incoming staff and new hires the tools and information they need to start contributing to organizational goals and objectives right away. 

Please note that USAID employees are required to complete the USAID Records Management Exit Checklist, before separation or transfer. Please complete the ADS 502-2 Records Management Exit Checklist for Employees or ADS 502-3 Records Management Exit Checklist for Senior Officials, as required.

KRT Model Key Resources

  • KRT Model Overview Slide Deck: A presentation that guides users through the KRT Model and its phases, (e.g. onboarding, offboarding, and ongoing knowledge retention) and discusses the tools and resources available to achieve successful knowledge handover and retention.
  • KRT Implementation Checklist: Planning tool for key stakeholders that describes roles, responsibilities, and actions critical for effective retention and transfer of knowledge. The KRT Checklist incorporates the KRT Toolkit guidance and tools and highlights core tasks for effective knowledge handover and retention.
  • KRT Maturity Matrix: Self-assessment tool to help operating units understand the current state of KRT, plan and act on improvements, and reinforce best practices to strengthen overall knowledge handover and retention.
  • KRT Maturity Matrix Action Plan: Action plan to follow the KRT Maturity Matrix self-assessment to allow teams/offices/organizations to: 1) plan for and act on priority needs; 2) allocate resources (e.g. time, budget, collective actions); 3) reinforce best practices; and 4) schedule reflections and update goals, progress, and actions periodically.

KRT Toolkit

The KRT toolkit is divided into two sections: 

  • Guidance and Tools (KRT Toolkit Templates): A list of essential templates for teams/offices/organizations to achieve successful handover and retention of knowledge. Click on the linked tools to visit the resource with each tool's purpose. We recommend starting with the Handover Memo Template.
  • Additional Templates for KRT Toolkit: Templates of tools that complement and expand on the KRT toolkit and should be used in addition to the KRT Toolkit templates.

Guidance and Tools

Additional KRT Templates

USAID Resources that Support KRT

Managing Staff Transitions Through Collaborating Learning and Adapting (CLA) Preserving Institutional Memory as Staff Come and Go — This tool provides key principles, actions and resources that Missions, OUs, offices, and teams can follow to systemically manage staff transitions and to ensure that institutional memory is preserved and there remains a continuity of relationships as staff come and go.

Tacit Knowledge Guidance — This document provides guidance on methods for identifying, capturing, and transferring tacit knowledge.

Knowledge Management Sustainability Tracker — This document outlines a systematic and intentional approach to managing the transfer of skills and knowledge in order to support sustainable organizational outcomes.