What Training Records Should Employers Keep?

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1. Why Are Training Records Important?

2. What Should a Training Record Include?

3. Which Training Records Should You Keep?

4. How Long Should Training Records Be Kept?

5. Should You Keep Copies of Certificates?

6. How Can a Training Matrix Help?

7. How We Can Help

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Keeping accurate training records is an essential part of managing health and safety in the workplace. While there is no legal requirement to keep a specific type of training record for every course, maintaining clear and up-to-date records can help you demonstrate compliance, monitor employee competence and identify when refresher training is due.

Why Are Training Records Important?

Training records provide evidence that your employees have received the information, instruction and training they need to carry out their work safely.

They can help you:

• Demonstrate compliance with health and safety legislation.

• Monitor when refresher training is due.

• Identify gaps in employee knowledge or competence.

• Provide evidence during audits or inspections.

• Support investigations following an incident or near miss.

Keeping organised records also makes it easier to plan future training and ensure no employee misses a renewal date.

What Should a Training Record Include?

A good training record should contain:

• Employee's name

• Job role or department

• Name of the training course

• Date the training was completed

• Training provider

• Certificate or qualification achieved (where applicable)

• Expiry or renewal date, if relevant

• Trainer's name (if appropriate)

For in-house training, it's also useful to record the topics covered and any assessments completed.

Which Training Records Should You Keep?

Depending on your business, you may hold records for:

• Health and Safety Induction

• Fire Safety Awareness

• Fire Marshal Training

• First Aid Training

• Manual Handling

• Display Screen Equipment (DSE)

• COSHH Awareness

• Working at Height

• Asbestos Awareness

• IOSH or other management courses

• Industry-specific or task-specific training

The records you keep should reflect the risks identified in your workplace and the training employees require to carry out their roles safely.

How Long Should Training Records Be Kept?

There is no single legal retention period for every type of training record.

Many employers choose to keep records for the duration of an employee's employment and for a period afterwards in line with their data retention policy. This can provide useful evidence if questions arise in the future.

You should also ensure training records are stored securely and handled in accordance with UK data protection requirements.

Should You Keep Copies of Certificates?

Yes. Keeping copies of training certificates alongside your training records makes it easier to demonstrate competence and verify qualifications if requested by clients, auditors or enforcing authorities.

Electronic copies are often sufficient, provided they are stored securely and can be easily accessed.

How Can a Training Matrix Help?

A training matrix provides a simple overview of who has completed which courses and when refresher training is due.

It's an effective way to:

• Track mandatory training.

• Identify expired or upcoming renewals.

• Plan future training.

• Reduce the risk of employees working with out-of-date qualifications.

Many businesses find that a training matrix saves time and helps them stay organised.

How We Can Help

Managing employee training doesn't need to be complicated.

At Logic, we not only deliver high-quality health and safety training but can also help you develop a structured training programme and maintain accurate training records. Whether you're training a small team or managing multiple sites, we can support you in keeping your workforce competent, compliant and ready for the challenges of the workplace.