The diagram in the textbook goes capture, store, share, apply, and it is not wrong so much as useless: every step in it is a noun, and nouns do not tell anybody what to do on Monday. The version below is six verbs, in the order they actually have to happen, with the two that get skipped marked as such.
One: decide what the base is for
A base that answers customer questions and a base that holds internal reference are different products with different readers, and a company that has not chosen ends up with one base that serves neither. This step takes an hour and saves a rewrite.
Two: collect the questions, not the documents
Do not start from what is already written. Start from the questions people asked last month, wherever they asked them, and rank them by how many times each was asked. The base is a list of answers, so the list of questions is the outline, and the documents you already have will map onto some of it and not onto the rest.
Three: assign an owner before anybody writes
This is the first skipped step. Assigning owners after the writing is done turns into a negotiation nobody wins, because by then the article exists and owning it is a cost with no offsetting credit. Assigning before means the person who agrees to own it is usually the person who should write it.
Four: write the answer, not the subject
An article titled after a question and opening with the answer gets read. An article titled after a subject and opening with background gets abandoned in the second paragraph, and the person goes and asks a colleague, which is the outcome the whole exercise exists to prevent.
Five: put it where search will find it
Categories are for browsing and titles are for searching, and most companies get this backwards by writing clever titles and dull categories. Title the article in the words the asker would use, even when those words are not the words your company uses internally, and put the internal vocabulary in the body where search will still catch it.
Six: set the date somebody checks it is still true
The second skipped step, and the one that decides whether the base is worth anything in a year. A review date that nobody enforces is a field in a database. A review date that produces a message to a named owner, and an article that is visibly marked as unchecked when the date passes, is a process.
Questions people ask about knowledge management process
Where do the textbook stages fit?
Capture is steps two and four, store is five, share is the search box, apply is what the reader does. The mapping is fine; the trouble is that the textbook version omits ownership and review, which are the two that decide the outcome.
How many articles should the first pass produce?
As many as you have repeated questions, which in most companies of this size is dozens rather than hundreds. Writing beyond the question list produces pages nobody asked for and dilutes the search results for the ones they did.
Who should run the process?
One named person with an hour a week, not a committee. The work is chasing owners and enforcing review dates, and a committee is structurally incapable of chasing anybody.