Training records: why you need to keep them

Training Management eQMS Blog

Employee training is extremely valuable, and we all recognize its importance. Well-trained employees have more confidence in their work, perform better, and are more likely to commit to their employer for the long term. With this comes the need to maintain proper training records.

If you think this simply means checking off a person's name and putting a completed assessment in a file, you may be in for a shock. Proper record-keeping goes far beyond that. Most of the times it may even require a training record management system.  Let's dive into it!

Why should training documentation reports be kept?

“As long as the employees know they’ve completed the training, why do we need to keep all that paperwork?” I hear you saying.

Let me preface this by saying there’s always a troublemaker in the crowd. For most companies, the need to retain training documents exists on 2 levels.

First, is regulatory compliance.

It is important to know what your company’s regulatory requirements are. Just like training compliance, an employee record keeping is also a requirement. For example, the U.S. Occupational Safety and Health regulation requires all employers to report and keep incident information on all work-related injuries and illnesses. In most states, the Department of Labor administers the recordkeeping and reporting system. Employers who comply with this legislation are responsible for the location, storage, and maintenance of these records. This is where a solid training record management systemen could be of great use.

Second, the internal management.

Even if a training record is not needed for compliance, it is beneficial for any organization to keep track of which employees have received which training.

Incentive plans can be based on whether employees have successfully completed internal training. Employees' personal successes are key to not only keeping them up to date on new events in their field but also making them feel like valued members of your organization and achieving personal success. 

 

 
How to keep control of documents, skills and knowledge in your organization?
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But, what’s in it for me?

The simplest way I can put this is that your life will be easier if you commit to keeping training records. And not only accurate, but accessible to key management, employees, and any audit requirements your organization may have. But it's probably easier said than done. Because the question that may arise is how to maintain training records in the workplace.  A training matrix is an essential tool for your organization these days. Let’s face it, there will always be an audit requirement that you will have to expose your information to at some point in the life of your organization. The rules may be onerous, but they are there to protect you and your employees.

If your organization must comply with regulatory bodies, the peace of mind you have in complying with obligations is worth more than you might imagine

How to maintain training records in the workplace?

It is a big decision when an organization considers moving to a digital format for records management. The need to move away from paper-based filing for all types of documents is by no means a new idea, but applying it to training records can be. If you are worried about still not being compliant with regulatory requirements, do not be. A sensible training record management system is compliant anyway.

Partner with a solution provider that offers some essential key areas to consider. An intuitive program keeps track of who has earned what qualifications for employment and what the internal requirements are for their role. The system should be user-friendly and available to those who need this information quickly. There are many uses for organized training records. If training is required by regulation or simply for internal management, a schedule can be easily integrated into your system. This way, your employees are notified that new training is required and can be scheduled for a specific date. So to the question on how to maintain training records in the workplace, you have your answer now.

Your Human Resources department will love you. It's clear that regulatory and internal management demands will require your attention at some point, whether you like it or not. They are here to stay. Don’t think this has to be a complicated issue. It simply makes good business sense to get yourself a solid employee record keeping system.

So, what is now the main purpose of training records?

  1. Regulatory Compliance
    Training records serve as evidence of adherence to regulatory requirements, such as those mandated by organizations like OSHA. Proper record-keeping with a solid training record management system ensures that an organization is in compliance with legal standards, protecting both employees and the organization from potential legal repercussions.

  2.  Internal Management and Growth
    Training records enable organizations to track employees' training progress, achievements, and qualifications. This information can be used for incentive plans, promotions, and internal growth opportunities. It fosters a culture of achievement, loyalty, and personal success among employees, contributing to the overall success of the organization. Why wouldn't you make it yourself easy, by having the right employee record keeping system in place?

 

Would you like to know how Bizzmine's eQMS can help you to keep a clear overview of the training records of your company?
Book a free demo with one of our consultants.

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