Training Records: To Store or Not to Store?
Feb 24, 2023 · 8 mins read ·HR Strategies & Systems
When employees are competent and assured in their responsibilities, management is better equipped to convey that assurance to higher-ups, knowing that employees are receiving the proper training. But, of course, this requires maintaining accurate training records too.
You might be in for a surprise if you assume this is just checking off names and filing completed assessments. However, maintaining accurate records entails much more than that.
But why? Why do we need to keep training records if employees have already completed them? Is it necessary?
In this blog post, we’ll show you why you need to store all relevant records.
What are training records?
Training records show that specific personnel have taken specific programs and earned certifications that satisfy professional qualifications or legal compliance standards.
Employers must take action to ensure that staff members are trained, led, and instructed on how to keep a firm operating safely and within legal bounds.
No matter how straightforward or intricate a training program is, it is imperative to maintain accurate records of all training delivered.
The name of the teacher, the dates of the training, the training topic, and the employee's name are often included in training paperwork. Training records should be kept current, arranged for simple access, and shared when required to get the most use out of them.
Training records help in promoting effective and safe work practices. You may stay ahead of training demands and ensure that all legal obligations are completed through effective records management.
Keeping track of which staff member has undergone training can be helpful for the internal administration of a business, even if regulations do not mandate it.
Establish rules proactively to assure compliance and act as a performance review standard. These will also be very helpful when evaluating the efficacy of training programs.
The pros of keeping training records
If you don't keep track of everyone's achievements, training your personnel won't help anyone and won't positively impact your business.
By keeping track of your employees' training, you can plan your training more strategically and make it simpler to link your training program to the success of your business and calculate the return on your investment.
Your firm's leaders should also be aware of the training programs your staff has finished and the number of hours devoted to them. Even if it's not required by law in your industry, you can show the value of your employee training system by maintaining precise training records.
Here are a few advantages of employing software for tracking employee training:
1. Streamlines the onboarding process
Most employee training often takes place during the onboarding process in most firms.
Giving someone a big binder full of information and expecting they'll find the time to study is not enough for onboarding training.
It is preferable to jam-pack a new employee's first week with training classes without providing any background information or an understanding of how the regulations are implemented.
Standardize your training for all new hires and ensure they all receive the same training on workplace harassment, sexual harassment, and diversity.
Each time a new employee is hired, various departments might need to create their own training modules and distribute the material on their own schedule.
2. Improves compliance and safety
A trained worker is a safe worker.
Whether they are 20-year veterans or brand-new hires, you may offer your staff members the most recent safety training. As a result, your business's operations will be of higher quality, and any safety issues will be reduced with properly trained staff.
Utilizing solutions such as Hezum allows you to upload fresh material for safety training and mandate that everyone view or read it.
Next, have everyone sign it to demonstrate that they have received the necessary training. Then, keep track of everyone's signatures to show that you are following the law.
You can also avoid legal action by lowering your company's liability.
For example, you could demonstrate that you offered adequate training on all safety precautions if an employee tried to sue you following a workplace accident. You can document that the person attended the course, finished the evaluation to show understanding, and signed their name to attest to that.
3. Keeping up with accreditation
Maintaining certificates, licenses, and ongoing education is essential for many industries to maintain accreditation.
It is ideal that you keep the outcomes of all training and continuing education in one place. Even better, you may program automated reminders to alert you and your staff when renewal dates are approaching.
Additionally, you may track the completion automatically if you can offer up the training materials directly from your staff training system.
4. Gain better insights for promotions and performance reviews
The most prosperous businesses give all workers a chance to advance their careers.
This continuous training assists you in developing leaders from inside your company. In addition, it provides you with quantifiable indicators to identify those diligently trying to reach their abilities and those who are not.
Supervisors can create growth objectives for their team members and monitor the steps they are taking to accomplish those objectives with the help of an employee training system. Even performance reviews and promotion evaluations can use those results.
5. Boost employee motivation
Employees with access to training and development opportunities feel they are learning and developing at work. This fosters a sense of trust and loyalty in them and makes them feel cherished.
They become more motivated and productive as a result.
How Hezum can help
At this point, it’s not a surprise if your company starts to digitize documents, paperwork, and, yes, training records.
However, is the data spread across the company on several files and folders?
Hezum, a comprehensive HR solution, can access your documents in a secure and centralized location.
More people than just managers should track employee training.
Hezum allows your staff members access to their training records and enables them to enter some of their training hours, particularly for off-site and in-person training.
Additionally, it instills in them a sense of pride in their personal growth.
They can keep track of their objectives, licensing needs, and job expectations while also sharing the labor of digitizing everyone's information.
Want to know more about Hezum’s solutions? Visit the website today.