How often should records substantiating qualifications be kept?

The frequency of keeping records that substantiate qualifications is crucial for maintaining compliance and ensuring that individuals are properly qualified for their roles. While it may seem reasonable to think that these records are kept on a less frequent basis, the best practice is to maintain them on a regular basis, such as monthly or even hourly, depending on the nature of the qualification and the activities being performed.

This approach allows for continuous monitoring of qualifications and helps ensure that all personnel are up-to-date with their certifications and training requirements, reflecting any changes that could impact their abilities to perform their duties effectively. Keeping detailed records on a consistent basis facilitates audits, reviews, and ensures that training and competencies align with current standards and practices.

By maintaining these records regularly, organizations can quickly respond to any changes in regulatory requirements or operational needs and ensure that they are always prepared to provide evidence of qualifications when necessary.