How to Migrate from a Paper Training Folder

Quick answer

Scan or photograph each certificate, use a consistent file name, enter people and expiries into a matrix (template or software), attach the files, then archive paper under a retention rule your organisation sets.

Migration steps

1. List every person who still works for you or appears on live sites.
2. Scan cards and certificates so both faces are readable where needed.
3. Name files with person + requirement + expiry (or issue) date.
4. Build or import the matrix rows and columns.
5. Attach files and reconcile mismatches.
6. Run a sample audit before retiring the paper pack.

Quality bar

• No cropped expiry dates
• Names match photo ID spelling
• Not-required marked explicitly
• Leavers archived rather than left as fake “current” rows

Software help

Once the first spreadsheet exists, import it into FieldClear on the 14-day free trial (no card required) to attach evidence and set reminders. Plans from £29/month by workforce size.

Honest limits

Digitising does not create missing training. Retention of originals may still be required by your policy or clients — check before destruction. Not legal advice.