A training record is the organisation's record of the training a person has completed: what it was, which version, when, how it was assessed, the result, and any credential issued with its expiry. It is the evidence behind a statement that someone was trained. Without it, the statement is a memory.
Why does a training record matter for AI agents?
Supervisors, auditors and clients ask who was trained to oversee an agent, and when. Under the EU AI Act's Article 4, organisations using AI are expected to take measures to ensure a sufficient level of AI literacy among staff, and the training record is how they show what they did. Internally, it answers a sharper question after an incident: was the person who approved this action trained for it at the time?
The time element matters. An agent changes; training on version one does not cover version three. A record that notes the version of the material and the date shows whether a person's training matched the agent they were reviewing.
What does a good training record contain?
For people working with agents, each entry should hold:
| Field | Why it matters |
|---|---|
| Person and role | Training is judged against the role |
| Training title and version | Shows which agent or product state it covered |
| Date completed | Places it against changes and incidents |
| Assessment method and result | Separates attendance from competence |
| Assessor, if any | Names who judged the evidence |
| Credential number and expiry | Lets a third party check status at source |
| Linked approval rights | Shows what the training allowed the person to do |
The AI literacy training record template sets these out ready to use.
What is an example?
After a disputed refund, a retailer's compliance lead pulls the training record of the reviewer who approved it. It shows the reviewer completed reviewer training eight months earlier, on the version covering the old refund rules, with a passing exam and a practicum signed off by an assessor. It also shows the update on the new rules was assigned but not completed. The gap is clear and specific: the reviewer was competent on the old rules and untrained on the new. The fix is the update, not a full retrain.
How is a training record different from a learning record?
A learning record is usually the learner's own fuller history, including informal learning, reading and courses taken for their own development. A training record is the organisation's formal account of training it required or recognised for a role. One belongs mainly to the person; the other to the employer.
It also differs from an agent's decision record, which logs what the agent did and why, verdict by verdict. Reading that record is itself a trained skill, covered in how to train staff to read an AI agent's decision record. The two connect when an investigation asks whether the person who approved a decision was trained for it.
Which terms are related?
- Evidence of competence: what a training record should point to, not just attendance.
- Attestation of training: a signed statement that often cites the record.
- Credential expiry: why the record must show dates.
For the wider topic, read AI literacy and certification for people who work with agents.
Where the Academy fits
For teams using Pryme Intelligence Academy, an admin view shows each person's progress, results, certificates and expiry dates. Certificates are issued through VerifyDoc.ai and checkable at source, so the training record can cite a number that anyone can verify. The Foundations badge is stamped with the product version.
Questions people ask
How long should training records be kept?
At least as long as the decisions the training supported could be questioned, which often means several years. Align the retention period with the one for the agent's decision record.
Should training records sit in HR or operations?
The formal record usually sits in HR or learning systems, but operations needs live access to current status, because approval rights depend on it.