Training record hardcopies should be approached similarly to official records of government entities. They should be kept (at minimum) for five years after the training. Due to the excessive capital burden that paper records may pose, campuses may choose to electronically archive (i.e., scan or microfiche) the documents, and then send them off-site for storage, archiving, or dispose of them completely. At that time, training records should be referenced in an electronic database (see section on Accessibility). Hardcopies should not be discarded unless there is a way of capturing the equivalent information elsewhere.
Training records should be kept (at minimum) during the participant’s full period of employment. Even if there are no rules specifically requiring a record retention time, each campus may want to set a policy to retain training records for a period after employment has been terminated (i.e., 30 years after the last day worked).