A process that depends on memory is not a process

If a step only happens because a particular person remembers it, you do not have a system. You have a person, and a bad week away from a missed shipment.

The test is simple: could a competent new joiner run this on their second day, with the document in front of them?

Three things make the difference:

• A written trigger — what starts this, not just what to do
• A named owner, not a department
• A visible record that it happened

Everything else is decoration.