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Storing records.
Posted: Fri Feb 25, 2011 12:15 pm
by Seabear
Now that my classes are getting larger and I am teaching two a month, the stuff I am storing is starting to be a pain. I don't recall if we were ever told exactly what all needed to be kept. Maybe I am keeping too much. What do we actually need to keep ?
Re: Storing records.
Posted: Fri Feb 25, 2011 3:01 pm
by Crossfire
TR-100 (now the CHL-100) for 3 years. This is according to DPS back in the day when we took our initial instructor class.
Re: Storing records.
Posted: Fri Feb 25, 2011 4:30 pm
by Seabear
I keep way too much. LOL I had heard a long time ago they wanted us to keep a sign in sheet also. We were told to keep ALL records but this seems a bit much.
I have been keeping TR100/CHL100, sign in sheet, copy of class completion sheet, copy of class notification and copies of the completed tests. You can see how it can get to pile up,
Re: Storing records.
Posted: Fri Feb 25, 2011 6:43 pm
by pbwalker
Do you have to save the original, or can you scan it and save it digitally?
Re: Storing records.
Posted: Fri Feb 25, 2011 9:05 pm
by Seabear
(5) proficiency demonstrations
We have to keep targets too??
Re: Storing records.
Posted: Fri Feb 25, 2011 10:53 pm
by KC5AV
Seabear wrote:(5) proficiency demonstrations
We have to keep targets too??
I believe that's talking about the paperwork...pass/fail. Not the targets.
Re: Storing records.
Posted: Sat Feb 26, 2011 11:13 pm
by Papacub
In the beginning we had "Proficiency Score Sheets:, I wonder if that is what they are talking about??
I quit filling those out years ago.
Re: Storing records.
Posted: Sat Feb 26, 2011 11:14 pm
by longtooth
KC5AV wrote:Seabear wrote:(5) proficiency demonstrations
We have to keep targets too??
I believe that's talking about the paperwork...pass/fail. Not the targets.
That is the way I am storing it.
Re: Storing records.
Posted: Sun Feb 27, 2011 3:42 am
by Charles L. Cotton
KC5AV wrote:Seabear wrote:(5) proficiency demonstrations
We have to keep targets too??
I believe that's talking about the paperwork...pass/fail. Not the targets.
That's what we were told. The CHL-100 has that information.
Chas.
Re: Storing records.
Posted: Sun Feb 27, 2011 8:16 am
by sjfcontrol
pbwalker wrote:Do you have to save the original, or can you scan it and save it digitally?
No takers on this question? Do you have to have a copy signed by the student?
Re: Storing records.
Posted: Sun Feb 27, 2011 8:44 am
by longtooth
sjfcontrol wrote:pbwalker wrote:Do you have to save the original, or can you scan it and save it digitally?
No takers on this question? Do you have to have a copy signed by the student?
I want the one signed by student & it would seem to me the state would too.
Re: Storing records.
Posted: Sun Feb 27, 2011 11:53 am
by Charles L. Cotton
sjfcontrol wrote:pbwalker wrote:Do you have to save the original, or can you scan it and save it digitally?
No takers on this question? Do you have to have a copy signed by the student?
I don't know the answer, but I would think a digital image would be fine. I complete the CHL-100, sign it and have the student sign it, then I makes a copy for the student and myself. When we used the TR-100, the instructor kept only a copy, so we have never had an original, unless we create an extra CHL-100. I purge my files every three years as DPS allows.
Chas.