Is It Necessary to Keep Hard Copies of Training Feedback Forms in HR Files?

Hi All, I have recently joined an organization and have been asked to handle training and development. I have started with coordinating and conducting trainings. I have also started collating the training feedback using the training feedback forms.

Question on Training Feedback Forms

My question is: Is it mandatory to maintain the hard copies of the training feedback forms in the Personnel file/HR training records file? As a part of the 'Saving the Environment' initiative, we have been asked to minimize the number of print-outs and save paper.

Regards, Chetan B

If feedback can be collected within 24 hours of the training via electronic means, then you don't have to use hard copies.

Dear Chetan, I would like to provide a reply from a different perspective. If not the hard copies, then what is the alternative? Do you have a sound HRMS that is capable of capturing feedback after training? Are there adequate provisions?

The Benefit of Hard Copies

The benefit of having the hard copy is that you can capture real-time feedback. Upon completion of the training, when the participants leave the training hall, they either go home or to their work desk. If they fill out the feedback form the next day, their focus could be diverted, and they might fill out the form perfunctorily. Is this acceptable to you?

Feedback Utilization

Whether it's a hard copy or a soft copy, what happens to the feedback? Does your training department conduct any audits to check whether a participant has improved a specific skill or not? How do you handle a situation where a participant gave "excellent" or "very good" feedback but there was no change in their behavior?

If the feedback forms are taken just for the sake of it, then the type of copy does not matter. However, a soft copy has advantages over a hard copy as those working in the HR/Training department do not have to open the file of the respective participant and store the feedback form. The importance of this by-product cannot be ignored.

Thanks,

Dinesh Divekar