I've taken over a system that seems to be overkill here but this is one thing that I'm rather hesitant to take out so I want to make sure my thoughts are correct.

Our training forms for our employees set minimum competencies for the job (Great) but towards the end we have a section that keep track of all revisions that are made on any documents that are assigned to them with dates when the were trained/notified.

Since then I've created a document system that will automatically enter a date into this training records for people can receive an automatic notification email but there are still a lot of people without email. It just seems silly not to mention time consuming to HR to keep track of all revisions I make and when I/the department tell them about it. What I've been doing is just making a training entry in the employee’s records on when they’ve receive an initial ISO systems and document training. Just doing this would I have my bases covered? :read:

It might be a whole lot easier to rework your procedure. Why would you state that they were notified of changes in their training?

Have a distribution list for each item and notify them by email/or letter, note, memo. This will cover the distribution.

I don't know what you tell you about the training record. Do you require training on all documents?

MsHeeler

It just seems silly not to mention time consuming to HR to keep track of all revisions I make and when I/the department tell them about it. What I've been doing is just making a training entry in the employee’s records on when they’ve receive an initial ISO systems and document training. Just doing this would I have my bases covered? :read:

The key issue to focus on is the purpose of the notification & what it achieves, if anything.

I'm having to guess, because there's not enough info, but consider this example.

Suppose you train someone on an important procedure.

Some time after the training, the procedure changes in some important respects. In fact, if they continued to do as they were trained to do, the product or service would come out wrong.

Now, IF you have effective methods in place to ensure that everyone is notified of the change in procedure (which you need), then updating the change in training records certainly sounds like a waste of time as well overkill.

BUT if you rely on the training itself to achieve accuracy, and if (say) they use the documentation they were given during the training as their reference guide to work from AND you don't notify them of the change, you'd have a risky situation. Not to mention noncompliance. And a not very good system, methinks.

So... it depends on other aspects of your system.

But my guess is that if you've taken over a system that "seems to be overkill", then trust your instinct. It probably is.