Training Record Maintenance
Aligned with SQF Code Edition 9 – System Element 2.5.3
Requirement Overview
SQF Code Edition 9, System Element 2.5.3, states:
“Records of training shall be maintained and include the content covered, attendees, dates, and method of competency verification.”
Maintaining complete, accurate, and secure training records is essential to demonstrating regulatory and certification compliance.
Disclaimer: Food Safety Systems is not affiliated with or endorsed by the Safe Quality Food Institute (SQFI). SQF Code references are used for educational purposes only. For official resources, visit www.sqfi.com.
Key Compliance Objectives
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✓ Maintain complete training records for all personnel
✓ Store records securely for a minimum of 3 years
✓ Ensure quick retrieval for audits or recalls
✓ Protect records from tampering or unauthorized changes
Step-by-Step Implementation Guide
1. Establish a Training Record-Keeping System
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Required Data Fields:
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• Employee name and ID
• Training date and next review or expiration date
• Instructor or verifier name
• Topics covered (with version control)
• Method of competency verification
• Type of training and delivery method
Evidence to Maintain:
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• Documented SOP for training record management
• Description of digital or physical record systems
• Examples of completed training record templates
- • Employee name and ID • Training date and next review or expiration date • Instructor or verifier name • Topics covered (with version control) • Method of competency verification • Type of training and delivery method
- • Documented SOP for training record management • Description of digital or physical record systems • Examples of completed training record templates
2. Capture Training Records by Format
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Training Format
Capture Method
Classroom
Digital sign-in sheets, instructor sign-off, photo rosters
E-Learning
LMS transcript exports with quiz scores
On-the-Job Training
Supervisor checklists and validation logs
Refresher Courses
Quiz results and system auto-archiving
Evidence to Maintain:
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• Training logs and reports per employee
• Signed verification forms (physical or digital)
• Completion certificates
| Training Format | Capture Method |
|---|---|
| Classroom | Digital sign-in sheets, instructor sign-off, photo rosters |
| E-Learning | LMS transcript exports with quiz scores |
| On-the-Job Training | Supervisor checklists and validation logs |
| Refresher Courses | Quiz results and system auto-archiving |
- • Training logs and reports per employee • Signed verification forms (physical or digital) • Completion certificates
3. Ensure Record Integrity and Security
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Best Practices:
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• Restrict editing access through role-based permissions
• Maintain an audit trail for edits or deletions
• Backup records daily via cloud-based encrypted storage
• Store physical records in fireproof, access-controlled cabinets
Evidence to Maintain:
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• System access logs
• Backup records and restoration test results
• Documented audit trail policies
- • Restrict editing access through role-based permissions • Maintain an audit trail for edits or deletions • Backup records daily via cloud-based encrypted storage • Store physical records in fireproof, access-controlled cabinets
- • System access logs • Backup records and restoration test results • Documented audit trail policies
4. Maintain Retrieval Accessibility
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Retrieval Expectations:
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• Audit Requests: Records should be accessible within 15 minutes
• Recall Events: Immediate access to allergen or sanitation training records
• Operational Access: Supervisors should have role-based view rights
Evidence to Maintain:
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• Retrieval speed test logs
• Record indexing system or access protocol documentation
- • Audit Requests: Records should be accessible within 15 minutes • Recall Events: Immediate access to allergen or sanitation training records • Operational Access: Supervisors should have role-based view rights
- • Retrieval speed test logs • Record indexing system or access protocol documentation
Common Audit Findings & Recommended Fixes
Audit Finding
Recommended Corrective Action
Missing or incomplete records
Conduct a record audit and implement required field checks
Unreadable or poorly archived
Digitize and standardize training logs
Lack of version control
Use a system that tracks training content version numbers
Delayed retrieval
Implement record indexing or file management upgrades
| Audit Finding | Recommended Corrective Action |
|---|---|
| Missing or incomplete records | Conduct a record audit and implement required field checks |
| Unreadable or poorly archived | Digitize and standardize training logs |
| Lack of version control | Use a system that tracks training content version numbers |
| Delayed retrieval | Implement record indexing or file management upgrades |