Export a trainee’s training file⁠

An authorized administrator can generate a downloadable archive of a trainee’s training records. Store the completed training file in your agency’s approved archive according to its retention procedures.

Generate the archive

1. Open Admin → Trainees, or the equivalent trainee-management page.
2. Locate the correct trainee and confirm the program.
3. Select that trainee’s Export action. You may need to scroll across the trainee list to find it.
4. Select Generate Archive.
5. Wait for the archive to become available. Generation may take a few minutes.
6. Download the latest generated archive.

If the archive is still being prepared, review the export page’s status. Do not assume that starting generation has saved a copy to your agency’s own archive.

Check the downloaded file

Open the archive and confirm that the trainee’s required records and attachments are present. Depending on the trainee’s activity and program, the export can contain:

• Daily training records in PDF format.
• Attachments associated with daily records and events.
• Checklists and objectives.
• Forms and reports.
• Program resources selected for inclusion in trainee exports.

Review representative files to confirm they open and contain the information your agency needs. Check for any missing documents before treating the archive as complete.

Include required reference resources

Program resources have an export-inclusion setting. A resource being visible in the Resource Library does not by itself mean it belongs in a trainee export.

If a required reference is absent, review its export setting with the program administrator, then generate and inspect a new archive.

Store the archive promptly

Download the generated file and save it to your agency’s approved records system. Generated download archives have limited availability, so do not rely on an old download link as your permanent copy.

Availability of a generated download archive is separate from the retention policy for the underlying trainee data. Follow your agency’s records procedures and the applicable DORWorks agreement.

Export again when needed

A trainee can be exported more than once. If additional training or corrections occur after an earlier export, generate a new archive and identify the current version in your agency’s records system.

Trainee records and program configuration

This process exports a trainee’s training file. Exporting a program’s configuration to reuse its setup is a separate administration feature.