The training record is handed over into the records your company already keeps. This page says who receives it, what has to be agreed at the start, and who does the work afterwards — which, after that one conversation, is nobody on your side.
Three of them happen once, at the start, and each has a name next to it. The fourth is the one that keeps happening, and nobody does it.
You already hold something on every employee. You say which of those records this belongs in. We do not need to know what it runs on to answer that question.
Your side names it, in one meeting
One page, agreed before anybody trains. It names every field that is handed over and says that nothing outside it ever is. That is the page anyone asking later gets shown.
Written together, once
One location goes over first, and the people who will read it check that the names came across the way they spell them. Nothing else follows until that is right.
Us, with one of your people reading
Every finished session goes the same way into the same place. There is no step here that somebody has to remember, and no month in which it did not happen.
Nobody, on either side
The order is the same however many sites you run. What changes is how many people sit in the first meeting, and whether the third step takes an afternoon or a week.
What one entry containsIt does not go to one place and wait to be fetched. Each of these people already has somewhere they look, and it turns up there.
What crosses over is the training your teams worked through: who, on what, and when. The safety instruction you are required to give stays yours to run and to document, and this arrives in the same file, next to it.
Anyone who has been through one reads the word integration and sees the same thing: a budget line, somebody from IT taken off what they were doing, and a date that moves twice. That expectation is reasonable, and it is worth saying plainly that it is not what happens here.
What happens is one conversation about which of your records this belongs in and what it is allowed to carry. After that conversation nobody on your side does anything for it again.
They say which record this joins and what it may carry. There is nothing to install after that, nothing to keep running, and nothing that comes back to them next quarter. If the person who sat in that meeting leaves, the record keeps arriving in the same place.
Then the handover point moves and nothing else does. It is the same conversation again, the same size, and it happens on your timetable rather than ours. What was written down before the first session still describes what crosses over.
Bring whoever keeps the records on a person and whoever from IT would be asked to sign this off. We go through which file it joins, what it is allowed to carry, and what either of them would have to do afterwards.