Employee Records
Part of Learning and development systems
Exporting training records during a platform change
Define training-record fields, take a controlled export and reconcile completion evidence before retiring a learning platform.
Export training records before access to the old platform ends. Reconcile what the destination receives against an approved source snapshot.
A file that opens may still omit course versions, results, dates or former workers. Decide which records must move and which can remain in a controlled, retrievable archive.
Sequence for moving training records to a new platform
- Define the record boundaryList platforms, course providers and offline records; name the authoritative source and owner for each training item.
- Agree the export mapSettle worker identifier, learning item and version, requirement, outcome, date meanings and evidence location before requesting a file.
- Take a controlled snapshotSet a cut-off time, preserve the export with its filters and field definitions, and restrict access to the transfer team.
- Capture later completionsUse a final change extract or controlled temporary register, with a named owner and a reconciliation date.
- Reconcile against the snapshotCompare counts by worker status, learning item and outcome, then trace selected histories from source ID to destination ID.
- Test retrieval and sign offHave an authorised reviewer retrieve a required record by the route staff will use, then sign off moved, archived and unresolved items separately.
Define the record boundary
List the learning platforms, course providers and offline records involved. Identify the authoritative source and owner for each training item.
Separate current assignments, course completions, assessment results, certificates and supervised checks. A viewing tick in one system must not become a passed assessment in another.
Have the responsible specialist identify applicable obligations and retention rules for each record type. Do not assume employment-record rules set the period for every training artefact.
Agree an export map before requesting a file:
| Field group | Question to settle |
|---|---|
| Worker | Which stable identifier connects old and new records? |
| Learning item | Which key and version identify what was taught? |
| Requirement | Why was it assigned, and to whom? |
| Outcome | Was it started, completed, passed, exempt or awaiting a practical check? |
| Dates | What do assignment, completion, assessment and expiry dates mean? |
| Evidence | Where are certificates, approvals and observations held? |
This is a proposed map, not a universal export format. Ask the supplier which fields, filters, attachments and former-worker records the proposed service can actually provide.
Take a controlled snapshot
Set a cut-off time. Preserve the export with its filters, field definitions and version.
Restrict access to people carrying out the transfer. Assess privacy and security requirements for the actual supplier transfer and storage arrangements.
Decide how completions after the snapshot will be captured, such as a final change extract or controlled temporary register. Give the method an owner and reconciliation date. Specify which record is authoritative during cutover.
Reconcile and check retrieval
Compare counts by worker status, learning item and outcome. Then trace selected histories from source ID to destination ID: a current worker, former worker, rehire, expired qualification, exemption, changed course version and practical check held outside the LMS. These are proposed cases, not a migration already performed.
Inspect dates, result meanings and attachments as well as counts. One missing row and one duplicate can leave the total unchanged. Log each exception with an owner, correction and recheck result.
Before retiring the old service, have an authorised reviewer retrieve a required record from the new system or archive through the route staff will use afterwards. Record where retained history lives, who can access it and how later corrections link to the original. Sign off moved records, archived records and unresolved gaps separately.
Reconciliation cases to trace from source to destination
- A current worker's history
- A former worker's record
- A rehire, where old and new records must connect
- An expired qualification
- An exemption or approved equivalent
- A changed course version
- A practical check held outside the LMS
- One missing row and one duplicate, to prove counts alone can hide them
Pre-retirement checks before the old service is switched off
- An authorised reviewer retrieves a required record from the new system or archiveUse the same route staff will use after cutover.
- The location of retained history is recordedNote where archived records live and how they can be retrieved.
- Access is documentedState who can reach retained records and on what basis.
- Later corrections are linked to the original recordSet out how an amendment after migration connects back to the source entry.
- Moved records are signed off separately
- Archived records are signed off separately
- Unresolved gaps are signed off separatelyLog each exception with an owner, a correction and a recheck result.
