Beginning January 1, 2026, California employers must treat employee education and training records as part of the official personnel file. Senate Bill 513 updates Labor Code section 1198.5 to make these records accessible to current and former employees, alongside evaluations, corrective actions, and other performance-related documents.
For companies with safety training, onboarding modules, compliance courses, or equipment instruction, this rule changes how those records must be documented, stored, and produced upon request. If your training lives across spreadsheets, sign-in sheets, or multiple systems, now is the time to centralize and standardize.
Quick Take for Employers
- Effective Date: January 1, 2026
- Who’s Covered: California employers that maintain any education or training records
- What’s New: Training records are now “personnel records related to performance” and must be available for inspection or copies
- What Each Record Must Show: Employee name, training provider, date and duration, competencies covered, and any resulting certification
- Response Deadline: Provide records within 30 days (or up to 35 days with written agreement)
- Penalties: Up to $750 per violation if employers fail to respond
- Retention: Keep training records for at least three years after separation
What SB 513 Actually Changes
California already required employers to provide access to personnel records. SB 513 simply makes clear that education and training records count, if the employer maintains them.
This Includes:
- Safety and equipment training
- Harassment prevention training
- Compliance courses
- Job-specific certifications
- Onboarding training completed through HRIS or LMS systems
SB 513 also sets required data points. Training records must show:
- The employee’s name
- The training provider’s name
- Date and duration
- Core competencies or skills covered
- Certification or qualification received (if any)
If your documentation doesn’t consistently include these details, you’ll need to update templates before 2026.
Why This Matters for Employers
Treating training documents as personnel records creates new obligations — and new operational pressure.
- You must be able to find and produce complete records
A scattered system of binders, sign-in sheets, and vendor emails is risky when the law gives you only 30 days to respond.
- These records may be used in disputes
Training documentation often becomes relevant in:
- Safety incidents
- Alleged policy violations
- Harassment complaints
- Competency-based performance conversations
Incomplete records can undermine your position, even if training occurred.
- Penalties and admin time can add up
Not responding in time can trigger civil penalties, and investigations often require producing clean, accurate records.
What Employers Should Do Before January 1, 2026
Here’s a concise, practical checklist:
- Map where training records currently live
Identify all systems: HRIS, LMS, safety platforms, paper logs, vendor certificates.
- Standardize your documentation
Update rosters, sign-in sheets, and LMS exports so they include all SB 513-required data points.
- Decide how training records flow into the personnel file
You don’t have to store everything in one place, but HR must be able to access it quickly.
- Update your personnel file request process
Ensure HR can fulfill training-record requests within the 30-day window.
- Train managers and safety leaders
They must understand that training records are now regulated HR documents, not informal notes.
How VertiSource HR Helps
Compliance becomes much easier with the right systems and support. VertiSource HR can:
- Centralize personnel and training documentation through our HRIS
- Create consistent workflows for capturing required data points
- Help clean up and standardize existing records
- Support HR teams during personnel file requests
- Align training documentation with broader safety and workers’ comp programs
We work alongside your internal HR team to make compliance something you do automatically, not something you scramble for.
Closing Thoughts
SB 513 is a simple law with big practical implications. If your training documentation is scattered or inconsistent, now is the time to clean it up. A centralized HRIS and a hands-on partner can make this transition much smoother.
If you’d like help reviewing your process or exploring tools to manage personnel and training files, VertiSource HR can help you determine whether our HRIS, HRIS, and compliance support are a fit.
This article provides general HR information and is not legal advice. For specific situations, employers should consult qualified legal counsel.
