Training Record Maintenance

Aligned with SQF Code Edition 10 – System Element 2.5.3

Requirement Overview

SQF Code Edition 10, 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

✓ 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

Required Data Fields:

• 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:

• 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

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:

• 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

3. Ensure Record Integrity and Security

Best Practices:

• 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:

• System access logs
• Backup records and restoration test results
• Documented audit trail policies

4. Maintain Retrieval Accessibility

Retrieval Expectations:

• 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:

• 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

Auditor Verification Checklist

Auditors typically verify:

• Training records for a sample of employees
• Verification of attendance, competency, and training content
• Secure storage system or policy
• System’s ability to retrieve historical records during traceability events

Implementation Roadmap

Set Up the Record Management System

✓ Document and approve the recordkeeping SOP
✓ Select cloud-based or hybrid solutions with backup support

Train System Administrators

✓ Conduct system training and access control orientation
✓ Create user roles and security levels

Go Live with Record Capture Tools

✓ Begin capturing training logs in real time
✓ Assign each training record a unique identifier

Monitor and Maintain Compliance

✓ Conduct monthly training file audits
✓ Validate system backups and data integrity annually

Why This Matters?

Effective training record management:

✓ Demonstrates compliance with certification and regulatory standards
✓ Provides evidence of due diligence in food safety training
✓ Ensures rapid access during audits or emergency events
✓ Supports traceability and continuous improvement initiatives

Need Help Setting Up a Compliant Training Record System?

Food Safety Systems offers:

✓ SOP templates for training record retention
✓ Role-based training log formats and tracking tools
✓ Digital solutions for audit-ready record management
✓ Review checklists for annual file audits and data validation

This document is for internal training and compliance use only. It is not affiliated with or endorsed by the Safe Quality Food Institute (SQFI).
Please refer to www.sqfi.com for official certification requirements.