There are many benefits to keeping training records. Compliance with legislation is a big one that comes to mind, but outside of legal obligations, there are many other benefits to keeping well-organized training records, such as:
- Easily identify who has been trained and when they were trained
- Identify training that is about to expire or the need for re-training and/or refresher training
- Training records can be used to create incentive programs based on merits
- Easily identify who has specific skills that can help employers streamline the organization’s work assignments
- Writing performance reviews can be made easier by reviewing training records and scores
- Having data on a company’s training initiatives can be a key part of a company’s overall growth and success
- Merit-based compensation strategies depend on meticulous training records management
Despite the benefits, many companies point to training records management as an area of weakness or one that can be improved upon in order to take full advantage of the benefits listed above. Below, we offer our top five tips and tricks when it comes to training records management.
- Put it in the Cloud, But Don’t Neglect Hardcopies
Cloud-based record keeping is the current trend in training recordkeeping and management. Cloud-based solutions are beneficial because they allow access to training records anytime and anywhere. Also, there’s risk of lost data if a physical server crashes. Cloud-based data won’t be lost. Despite the pros of cloud storage, don’t neglect hardcopies. Have a system in place for the storage of any physical paper proof of training, especially records of attendance. Keep it systematic, neat, and up-to-date. Make filing a part of the process, so that hardcopies don’t get piled up, lost, have coffee spilled on them, or simply forgotten about or thrown away.
- Don’t Leave it to Chance
Don’t leave records management to chance or hope that someone will be motivated enough to put files away, or upload information to the cloud. Put someone in charge of your organization’s success by tasking someone with the curating the training records. Ensure that they have access to tools, such as an online Learning Management System (LMS).
- Don’t Just Record it Then Forget it
Don’t consider the job done once information is entered. Make the information work for you. Once you have logged some training data, it’s time to look at reporting and analytics. Frequent review of the data can also help identify who needs training. Using this data, automatic alerts and reminders can be set to ensure that training deadlines are never missed again.
- Know the Legislation
Each jurisdiction has its own rules for training records management, including how long records must be kept and in what form. Know the legislation that applies to your specific workplace, and then follow it. There is more to training record management than simply complying with legal requirements; it is also an important factor in proving due diligence should your organization ever be subject to litigation. In the case of an investigation, having fast, easy-to-read records easily accessible will be beneficial to all parties involved.
- Try an All-in-One System that Manages Training and Record Management
For many organizations, a streamlined all-in-one training and record management solution is the most efficient way of managing training and recordkeeping all at once. An online health and safety management system (HSMS) is a one-stop solution. From assigning training, customizing training and/or inputting company-specific policies and procedures, to maintaining records, and HSMS is an aerodynamic toll that allows for ease of use, control of data, and effective recordkeeping. On the training side of things, it allows employers greater flexibility when it comes to training content and delivery. A product such as OSGs’ online HSMS is also cloud-based, for easy access anytime, anywhere.
Don’t let recordkeeping and management get in the way of your organization’s robust training program. There are solutions available that can be tailored to meet your company’s unique needs. Call 519.850.4000 to speak to a health and safety advisor about an online training solution today.
Written by Jennifer Miller | Curriculum Development Coordinator
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