A good AI literacy training record lets someone who has never met the learner answer four questions: who was trained, when, to what level, and how do we know they reached it? The template below captures those in sixteen fields, one record per person per course or credential, with the assessment result and the evidence behind it.
What makes a training record count as evidence?
Attendance is not evidence of literacy. A record that says "attended AI awareness session, 2 hours" proves only that someone was in a room. A record that says "passed a 20-question scenario test set in retail customer service, 17 of 20, weakest concept provenance, assessed against product version 4.2" proves something an auditor can test. The general idea is covered in what a training record is.
Three details make the difference. The level reached, named in the terms of your AI literacy policy. The result, broken down by concept, so a weak spot shows up before it causes a bad approval. And the version of the agent or product the person was trained on, because a reviewer trained before a change in how held actions are presented may need a refresh.
When should a record be created?
Create one on completion of anything that changes what a person is allowed to do: a course, an assessment, a supervised practicum, a credential, a renewal. Do not create one for reading a newsletter. Update the record, rather than writing a new one, when a credential is checked at source or its status changes.
If you ran a needs assessment first, link each record to the gap it closes. That is how you show the training was chosen for a reason.
How do you fill in each field?
- Use a staff number, not only a name, so records survive name changes.
- Record the target tier from the policy next to the tier reached. A gap between them is a finding.
- For assessments, record the score as a count ("34 of 40"), the pass standard, and the weakest concept.
- For credentials, record the number exactly and the expiry date from the issuer, never from memory.
- Put the evidence location in its own field: the certificate page, the assessment export, the practicum log.
The training record template
| No. | Field | Entry |
|---|---|---|
| 1 | Record ID | |
| 2 | Staff number and name | |
| 3 | Role and team | |
| 4 | Tier required by policy | |
| 5 | Learning completed | Course, module or practicum |
| 6 | Delivery | Self-paced, instructor-led, audio, supervised live work |
| 7 | Started and completed | Dates |
| 8 | Product or agent version trained on | |
| 9 | Assessment type | Knowledge check, scenario test, exam, practicum |
| 10 | Result | Score as a count, pass standard, pass or fail |
| 11 | Weakest concept | |
| 12 | Assessed or signed off by | Name and role |
| 13 | Tier reached | |
| 14 | Credential and number | If one was issued |
| 15 | Expires on and last checked at source | |
| 16 | Evidence location |
A worked example
Take a sample home-goods retailer that uses an agent to draft replies on returns and release refunds within limits. Values are illustrative.
| No. | Field | Entry |
|---|---|---|
| 1 | Record ID | TR-0207 |
| 2 | Staff number and name | 4471, S. Doyle |
| 3 | Role and team | Customer service adviser, returns |
| 4 | Tier required | Tier 3, certified approver (releases held refunds) |
| 5 | Learning completed | Operator-level course and two-week practicum |
| 6 | Delivery | Self-paced with audio; supervised live work |
| 7 | Started and completed | 3 February to 14 March |
| 8 | Version trained on | Product version 4.2 |
| 9 | Assessment type | Written exam; practicum on real review decisions |
| 10 | Result | Exam 35 of 40, pass mark 32; practicum 196 of 200 correct, no missed red line |
| 11 | Weakest concept | Provenance of customer-supplied photos |
| 12 | Signed off by | External assessor |
| 13 | Tier reached | Tier 3 |
| 14 | Credential and number | Certified Pryme Operator, OP-0000-4471 |
| 15 | Expires and checked | 12 months after issue; checked at source 15 March, current |
| 16 | Evidence location | Issuer's verification page; practicum log PL-0207 |
Field 11 earns its place here. The adviser passed, but the record flags customer-supplied photos as a weak point, so the team lead samples photo-based refund approvals for the first month. Retailers subject to the EU AI Act can read how this fits Article 4 in AI literacy for AI agents in retail.
Where the Academy fits
For Pryme Intelligence Academy credentials, fields 10, 14 and 15 come straight from the issued certificate: certificates are issued through VerifyDoc.ai and checked at source by number or QR code. For teams, the admin view shows progress, results, certificates and expiry dates. Lessons can be read or listened to, which is why field 6 records delivery. The full picture is in AI literacy and certification for people who work with agents, and the concept itself in what AI literacy is.
Questions people ask
How long should training records be kept?
At least as long as the decisions the person approved are kept. If a held refund approved by this adviser is questioned later, the record shows they were qualified on that date.
Should failed attempts be recorded?
Yes. A failed attempt followed by a pass shows the assessment is real, and the failed attempt's weakest concept tells you where to look first.
Can the learner hold their own record?
They can keep a copy, but the organisation's record is the one that counts. A credential checked at source is the bridge between the two.