California’s SB 513 introduces important changes for employers regarding personnel records, specifically those related to employee education and training. Under this new law, current and former employees—or their representatives—now have the right to inspect and obtain copies of their education or training records. This includes not only records of attended trainings but also any certifications or qualifications earned as a result. 

Employers who maintain these records must ensure they contain specific information: the employee’s name, the name of the training provider, the core competencies or topics covered during the training, and any resulting certification or qualification. This change means that education and training records – if maintained by the employer – are now considered regulated personnel documents and must be managed with the same care as other employment records. 

Why it Matters 

Failing to comply with SB 513 can expose your business to disputes, audits, or penalties. It’s essential for employers who maintain training records – think mandatory anti-harassment training – to review their recordkeeping procedures and update them as needed to meet these new requirements. 

A few key compliance tips to consider: 

• Audit Your Training Records: If your organization maintains educational or training records, you should consider reviewing all existing records to ensure they include the required information. Verify that each record lists the employee’s name, the training provider, core competencies covered, and any certifications or qualifications received. 

• Update Recordkeeping Policies: Revise your organization’s record retention and access policies to reflect the new rights employees have under SB 513. Make sure human resources staff are trained on how to respond to employee requests for these records in a timely manner. 

• Standardize Documentation: Implement standardized forms or templates for documenting all employee trainings to include the statutes required information. This will help ensure compliance as well as consistency and make it easier to provide complete records if requested. 

Staying ahead of compliance requirements not only protects your organization but also helps foster transparency and trust with your workforce. Take proactive steps now to update your training record systems and educate your HR team about the changes brought by SB 513.