What are the best practices for organizing and categorizing your training records?

1 Choose a suitable format

The first step is to decide what format you will use to store and manage your training records. You can choose from paper-based, electronic, or hybrid systems, depending on your budget, resources, and preferences. Paper-based systems are simple and cheap, but they can be prone to damage, loss, or misplacement. Electronic systems are more secure and convenient, but they require software, hardware, and backup solutions. Hybrid systems combine both methods, but they can create duplication and inconsistency. Whatever format you choose, make sure it is compatible with your learning management system (LMS) and your organizational policies.

2 Establish a consistent structure

The next step is to create a consistent structure for your training records. This means defining the categories, fields, and labels that you will use to organize your data. For example, you can categorize your training records by type (mandatory, optional, or developmental), by topic (safety, technical, or soft skills), by department (sales, marketing, or finance), or by any other criteria that suits your needs. You can also use fields and labels to capture relevant information, such as course name, date, duration, instructor, location, attendance, completion, assessment, feedback, and certificates. The key is to use clear and concise terms that are easy to understand and search.

3 Implement a filing system

The third step is to implement a filing system that allows you to store and retrieve your training records efficiently. Depending on your format and structure, you can use different methods to file your records, such as folders, binders, cabinets, drives, databases, or cloud services. You can also use subfolders, tabs, dividers, or tags to further organize your records by category or field. The main goal is to create a logical and user-friendly system that minimizes the risk of misfiling, confusion, or duplication.

4 Maintain a record-keeping policy

The fourth step is to maintain a record-keeping policy that outlines the rules and procedures for managing your training records. A record-keeping policy should specify who is responsible for creating, updating, accessing, and deleting records, as well as how often and how long they should be kept. It should also address the issues of confidentiality, security, and compliance with relevant laws and regulations. A record-keeping policy should be communicated to all stakeholders, including trainers, learners, managers, and auditors, and reviewed regularly to ensure its effectiveness and relevance.

5 Use a tracking system

The fifth step is to use a tracking system that helps you monitor and analyze your training records. A tracking system can be a spreadsheet, a database, a dashboard, or a report that summarizes and displays key information and indicators from your records. For example, you can use a tracking system to measure the attendance, completion, satisfaction, and performance of your learners, as well as the cost, quality, and impact of your training programs. A tracking system can help you identify gaps, trends, and opportunities for improvement in your training coordination.

6 Update and archive your records

The final step is to update and archive your records regularly. Updating your records means adding new information, correcting errors, or making changes as needed. Archiving your records means moving them from active to inactive status, or deleting them if they are no longer needed or relevant. Updating and archiving your records can help you keep your data accurate, current, and relevant, as well as free up space and resources for new records. You should follow your record-keeping policy and your organizational guidelines when updating and archiving your records.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?