California employers need to take a close look at how they document employee training records.
Beginning January 1, 2026, SB 513 expanded California personnel file requirements by clarifying that personnel records now must include education and training records maintained by the employer. The law also identifies specific information employers must include when maintaining those education or training records, including the employee’s name, training provider, date and duration of training, core competencies covered, and any resulting certification or qualification.
For business owners, HR teams, and managers, this change is more than a paperwork update. It is a reminder that training documentation should be treated as part of a broader compliance system. One that supports consistency, employee development, and better workplace decision-making.
At Koegle Law Group, we often remind employers that proactive compliance starts before there is a dispute, a personnel file request, or a workplace concern. This is an opportunity for California businesses to review how training records are created, stored, updated, and produced.
What Does SB 513 Change for California Employers?
SB 513 amends California Labor Code Section 1198.5, which gives current and former employees, or their representatives, the right to inspect and receive copies of certain personnel records. Under SB 513, those personnel records now expressly include education or training records related to the employee’s performance.
This matters because training records may no longer sit off to the side as informal HR documents, attendance logs, or vendor reports. They need to be treated as part of the employee’s personnel file process.
That means employers have to consider whether their current training documentation answers basic but important questions:
- Who attended the training?
- Who provided the training?
- When did the training take place?
- How long did it last?
- What topics, skills, or competencies were covered?
- Was any certification, qualification, or completion record issued?
If the answer to any of these questions is unclear, now is a good time to review your process.
Why a Simple Training Sign-In Sheet May Not Be Enough
Many employers rely on group sign-in sheets to document workplace training. That may be common, but SB 513 raises practical questions about whether a single sign-in sheet captures enough information for each employee’s personnel record.
A sign-in sheet may show attendance, but it may not clearly show the training provider, duration, topics covered, core competencies, equipment or software skills addressed, or whether a certification was issued. It will likely also include the names of multiple employees on one document, which can create confidentiality concerns if that record is later included in an individual personnel file or produced in response to a personnel records request.
A more practical approach would be to create an individual training certificate or completion record for each employee. That record can include the information required under SB 513 while reducing the need to include a multi-employee sign-in sheet in every personnel file.
What Training Records Should Include Under SB 513
When your business maintains education or training records, SB 513 says those records must include:
- The employee’s name
- The name of the training provider
- The duration and date of the training
- The core competencies of the training, including skills in equipment or software
- The resulting certification or qualification
For California employers, this can apply to more than harassment prevention training. Depending on the business, training records may include onboarding sessions, safety training, equipment training, software training, management training, leadership development, job-specific instruction, workplace violence prevention training, or other employer-hosted education.
This is where many businesses may run into a pain point: training often happens across different departments, systems, and vendors. HR may track compliance training, managers may conduct job-specific instruction, vendors may provide certificates, and supervisors may handle informal coaching or skills training.
Without a consistent process, records can become scattered, incomplete, or difficult to locate when they are needed.
Personnel File Requests: Why Organization Matters
Under California Labor Code Section 1198.5, personnel records must generally be made available to current or former employees, or their representatives, within the timeframes set by the statute. SB 513 adds education and training records into that personnel file framework.
For employers, this makes organization especially important.
Personnel file requests often arrive when the employment relationship is already strained. That does not mean every request becomes a dispute, but it does mean HR teams should be prepared to respond with accurate, consistent, and complete records.
When training records are incomplete, difficult to locate, or mixed with information about other employees, the response process can become more complicated. A clear system helps HR teams avoid scrambling, reduces confusion, and supports more confident communication with leadership.
How Koegle Law Group Can Help California Employers Prepare
Koegle Law Group partners with California employers to help build practical systems that support compliance, communication, and long-term workplace stability.
For SB 513 preparation, our team can assist with:
- Reviewing current personnel file practices
- Evaluating how training records are created and stored
- Updating training documentation forms or templates
- Reviewing handbook and policy language related to training and recordkeeping
- Helping HR teams understand what information should be captured
- Supporting management training and education programs
- Conducting compliance audits to identify documentation gaps
- Advising on personnel file response procedures
Our Employment Advice and Counseling practice focuses on educating employers so business owners and management teams can make well-informed decisions when balancing compliance with workplace needs. Koegle Law Group also provides handbooks and policy review, on-site training and education, and advice and audits designed to help employers identify potential issues before they become larger challenges.
And if a workplace dispute does arise, our Employment Litigation team brings a collaborative approach focused on helping clients understand risks, options, and next steps while also using disputes as opportunities to address underlying issues and prevent recurring problems.
Final Thoughts
For California employers, SB 513 is a reminder that compliance often comes down to the strength of everyday systems.
Training may be happening across your organization, but if it is not documented clearly, it may be difficult to show what happened, who attended, what was covered, and how the training supported the employee’s role.
By reviewing training documentation now, business owners and HR teams can create a stronger foundation for personnel file compliance, employee development, and workplace accountability.
At Koegle Law Group, we help California businesses prepare for changing employment requirements with practical, forward-looking guidance. Whether your organization needs a personnel file review, updated training documentation forms, handbook support, workplace training, or a broader compliance audit, we are here to help you talk through your options.
FAQ: SB 513 and California Employee Training Records
What is SB 513?
SB 513 is a California law that amends Labor Code Section 1198.5 by clarifying that personnel records relating to an employee’s performance include education and training records maintained by the employer. The law also lists specific information that must be included in those records.
When does SB 513 take effect?
SB 513 took effect on January 1, 2026.
What training record information should California employers track?
SB 513 requires education or training records to include the employee’s name, training provider, duration and date of training, core competencies covered, including equipment or software skills, and any resulting certification or qualification.
Do training records become part of the personnel file?
Under SB 513, education and training records maintained by the employer are included within personnel records relating to the employee’s performance.
Is a group sign-in sheet enough to document employee training?
A group sign-in sheet may not capture all of the information required under SB 513. It may also include information about multiple employees, which should be handled carefully when responding to a personnel file request. Employers must consider individual training certificates or completion records for each employee.
What types of training may be included?
Training records may include education or training maintained by the employer, such as harassment prevention training, workplace safety training, onboarding, job-specific instruction, software training, equipment training, management training, or other employer-hosted education programs.
Why should employers review training records now?
Reviewing training records now can help employers identify missing information, improve consistency, update internal forms, coordinate with training providers, and prepare HR teams for future personnel file requests.
How can Koegle Law Group help with SB 513 compliance?
Koegle Law Group can help California employers review personnel file practices, update training documentation systems, revise policies and handbooks, conduct compliance audits, and provide workplace training and education. Our goal is to help employers build practical systems that support compliance, communication, and long-term workplace confidence.
👉 Contact Koegle Law Group to schedule a consultation and learn how we can help guide your business the right way.
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