Training only counts when you can show it happened, who received it, what it covered and whether the person understood it. Use this checklist to review records before an audit, prequalification request or incident investigation does it for you.
Records completeness
- Each record shows employee name, course, date and trainer or provider
- Course content or outline is retained with the record
- Knowledge checks or practical evaluations are recorded where required
- Certificates and cards are stored with issue and expiration dates
- Records are retrievable by employee, course, role and location
Requirements mapping
- Training requirements are defined for every role
- Equipment-specific training is linked to the equipment operated
- Retraining triggers are defined (incidents, procedure changes, observed deficiencies)
- Refresher intervals are documented
Currency
- No expired certifications for active employees in roles requiring them
- Upcoming expirations (next 60 days) are scheduled
- Transferred employees have completed new-role requirements
Accessibility
- Training was delivered in a language and vocabulary employees understand
- Records can be produced within one business day of a request
OSHA's training resources and the specific standards that apply to your operations define many minimum requirements. Your customers and insurers may add more.
