Beginning January 1, 2026, California employers face a new compliance requirement regarding employee training records. While Senate Bill (SB) 513 does not require employers to create new training records or retain records they have not previously kept, it does establish clear rules for how existing training and education records must be maintained.
At JorgensenHR, we’ve found there is still considerable confusion surrounding this new law. Fortunately, the changes are more straightforward than many employers realize.
SB 513 amends California Labor Code Section 1198.5, the law governing employees’ rights to inspect and receive copies of their personnel files. Under the new law, if an employer maintains education or training records as part of an employee’s personnel file, those records must also be made available to the employee upon request.
The key takeaway is simple: if you keep training records, they must now be maintained in a consistent manner and include specific information.
This is particularly important because California law already requires employers to maintain records for certain mandatory training programs, including:
- Sexual Harassment Prevention Training
- Workplace Violence Prevention Training
- Any other legally required training applicable to your workforce
Under SB 513, these records and any other training records you choose to retain should include:
- Employee’s name
- Training provider’s name
- Date of training and duration
- Core competencies covered during the training, including equipment or software skills when applicable
- Any certification or qualification earned
Now is an excellent time to review your training documentation practices. Missing or incomplete records can create unnecessary challenges during employee requests, agency audits, or litigation.
At JorgensenHR, we help employers develop compliant HR systems that not only satisfy California’s ever-changing employment laws but also reduce administrative headaches and organizational risk. Whether you need assistance with training compliance, personnel file audits, HR recordkeeping, or developing a comprehensive compliance strategy, our experienced consultants are here to help.
The bottom line: SB 513 doesn’t require more training, it requires better documentation. Taking the time now to organize and standardize your training records can help you avoid compliance issues down the road.
Need help reviewing your HR compliance practices? Contact JorgensenHR to ensure your personnel files and training records are organized, compliant, and ready when you need them.
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