Although technology has come a long way in the past few decades, many organizations still use paper filing systems for training record management. Other organizations have begun to digitize their records, using applications such as Microsoft Excel. Unfortunately, that type of system is de-centralized and unable to efficiently store all information that comes with continuous training of every employee.
Just like communication methods have evolved over time, so has training record management. There is a better way to track the records from enterprise-wide training programs, and it is called a Training Record Management System (TRMS).
Here are the top 10 reasons why a Training Record Management System simplifies the record management process and makes it easy to stay compliant.
- Integrate a Current System
- Auto-Assign Training
- Reduce Non-Compliance
- Quickly Search for Records and Run Reports
- Improve Analysis
- Offer Multiple Points of Access
- Reduce Operational Costs
- Improve Record Security
- Reduce the Physical Footprint
- Work Towards Sustainability
A Training Record Management System can take an existing record management system, such as Microsoft Excel, and import the data quickly. No historical information about past training programs is lost, and even better, the TRMS can analyze old data.
A Training Record Management System also stores other types of files, such as .jpgs and PDFs, allowing upload of related data, such as certificate images. The drag-and-drop capability makes the entire upload process fast and easy.
Through an easy-to-use matrix, multiple training courses can be quickly assigned to many employees. The matrix also makes it possible to customize training based on a person’s location, division, and company role, while also being targeted enough to assign specific training to individual employees.
A Training Record Management System allows administrators to send employees automatic email notifications about new courses to be completed and reminders about impending training deadlines.
Research shows that email reminders improve response rates. The tasks of identifying people who still need to take training and sending out reminders becomes exponentially easier when the entire process is automated.
A centralized, cloud-based training record management system gives users the ability to quickly and efficiently search databases, find records, and pull specific reports. If there are certain reports that are used often, they can be scheduled to make information gathering and decision making faster.
Analyze training results and identify trends in data by pulling detailed reports using information stored in the Training Record Management System. For example, if training results show that a third of employees scored below 75% on a training module, it can be inferred that the organization needs additional support for that topic.
The widespread use of technology means that people spend more time on internet-enabled devices, such as mobile phones, tablets, and laptops. A Training Record Management System is compatible with all of those devices, greatly improving record accessibility for both employees and administrators.
Manually collecting, tracking, and editing records requires resources in the form of employee salaries and time. A TRMS reduces the time and effort it takes to manage training records, allowing a company to use those resources elsewhere.
A Training Record Management System is only accessible by authorized users, with administrators having the power to choose who can access which portions of the system, keeping employees’ data more secure.
Another security benefit to a TRMS is that fewer pieces of sensitive information are readily available out in the world. No need for printing, distributing, collecting, and shredding as it is all kept within the system.
Paper filing takes up physical space in an office. Not only does a TRMS eliminate the storage requirements of paper-based training records, it also provides exponentially more storage capability. Keep more records for longer periods of time while taking up inconsequential additional space.
Whether or not a company has sustainability goals, digitizing processes using a training record management system eliminates the amount of paper that needs to be bought, used, and eliminated.
Contact the experts at BIS Safety Software to ask questions or request a demonstration of their Training Record Management System today!