Guide · Updated 2026-08-08
How to Organise Worker Certificates and Training Evidence
Organise worker certificates and training evidence by storing one clear file per person and requirement, naming files consistently, and linking each file to the expiry row on your matrix so dates and proof never live in separate worlds.
Most audit pain is not missing training — it is missing proof of training you already paid for. Fix filing before you buy another folder colour.
Principles that survive growth
- One system of record for links (matrix or software), not three drives
- Person-centric folders, requirement-centric filenames
- Dates on the matrix; files beside or attached to those dates
- Reject unreadable scans at intake
- Archive leavers without deleting history your customers may still request
A simple folder pattern
Example: /workforce/{company}/{surname-firstname}/ then files named {requirement}-{expiry-yyyymmdd}.{ext}. Example only — adapt to your SharePoint or drive conventions.
| Bad name | Better name | Why |
|---|---|---|
| scan001.pdf | cscs-20260915.pdf | Searchable and dated |
| John card.jpg | smith-john/ipaf-3a-20260401.jpg | Person + category + expiry |
| certs.zip | Individual files per requirement | No unpacking during audits |
Link evidence to the matrix
Every dated cell should point somewhere: a URL, a path, or an attachment in software. A matrix of dates without files is a claim list, not an evidence system.
Intake checklist
- Readable image or PDF of the card/certificate
- Name on document matches worker record
- Expiry transcribed as a real date
- Requirement mapped to an assigned column (or marked not required)
- File saved and link pasted the same day
What “good enough for a client” looks like
For a named gang: filtered matrix rows plus the linked files for assigned requirements only. Do not dump your entire company drive. Requirements vary by role, activity, customer and site — send what that customer asked for.
When folders stop scaling
If links break every time someone moves a folder, upload certificates into the same system that holds expiry dates. Proof and status should travel together.
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