How long must training records be kept?

The standards do not set a fixed period. Keep records at least as long as the person performs the activity, plus a buffer for audits and liability. Regulated industries often have longer statutory periods.

Is a signature on the attendance list enough?

It proves attendance, not competence. For important training, add a knowledge check or an assessment by the line manager.

Do temporary workers need training too?

Yes, if they perform work under your control. Competence requirements apply to everyone doing work on your behalf.

Training Records Checklist: 30 Audit Checkpoints

Competence requirements

Required competence is described for every role affecting quality, safety or the environment.
Mandatory training per role or department is defined.
Statutory briefings (e.g. health and safety) are defined with an interval.
A training matrix shows target and actual status per person.
Education or experience that replaces training is evidenced.

Planning and assignment

New starters receive their mandatory training with a deadline before or shortly after starting.
Missing training is added when someone changes role or department.
When an underlying document changes, affected people are trained again.
Every training has an owner and a due date.
Learning objectives are defined before the training.

Delivery and evidence

Online training records person, date, result and document version.
Classroom training has an attendance list with date, trainer and content.
External training is evidenced by a certificate or confirmation of attendance.
Absentees are recorded and trained later.
Records are stored tamper-evident and can be found quickly.
Quiz questions are approved by a subject matter expert before use.

Deadlines and validity

Recurring training has a validity period and is renewed in time.
Overdue training is visible and escalated.
Expired records trigger a new assignment.
Reminders reach employees in good time before the due date.
Exemptions from training are justified and documented.

Effectiveness

For important training it is defined how effectiveness is evaluated.
Evaluation takes place after some time, e.g. after 30 to 90 days.
Line managers assess whether what was learned is applied at work.
If training was not effective, an action follows (e.g. retraining).

Reporting

The training completion rate per department is reviewed regularly.
Results feed into the management review.
Training needs from audits, deviations and corrective actions are taken into account.
The training matrix can be exported as PDF or CSV for audits.
Spot check: for three random employees, all mandatory records can be found in under five minutes.

Training Records Checklist

Why training records are so often flagged in audits

Checkpoints

Competence requirements

Planning and assignment

Delivery and evidence

Deadlines and validity

Effectiveness

Reporting

How training software helps

Download the checklist as PDF

Frequently asked questions

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