California continues to expand protections for employees and raise expectations for employers. Senate Bill 513 (SB 513), effective January 1, 2026, is one of those changes that quietly reshapes how organizations document training, performance, and employee development. Whether you lead HR, oversee financial strategy, run operations, or own a business, this update is worth your attention.

SB 513 isn’t just a compliance update — it’s an opportunity to tighten processes, reduce risk, and improve the accuracy of the information leaders rely on to make decisions.

What SB 513 Changes

SB 513 expands the definition of personnel records under California Labor Code Section 1198.5. Under current law, employees can review documents related to performance or grievances. Beginning in 2026, employers must also include any training or education records tied to an employee’s performance.

These expanded records must include:

• Employee name
• Training provider
• Date and duration of the training
• Core competencies covered
• Any certification or qualification received

Employers must still meet long-standing requirements, such as responding to employee requests within 30 days (or 35 with a written extension) and retaining personnel and training records for at least three years after an employee leaves the company.

Why This Matters

For CEOs & Business Owners:

This law strengthens transparency and accountability. In disputes, litigation, or audits, detailed training records reinforce that expectations were clear and employees were properly equipped to perform.

For CFOs:

Incomplete or inconsistent training documentation is a hidden financial risk. SB 513 encourages standardized processes that reduce exposure during claims, investigations, or performance actions.

For HR Leaders:

This law expands what must be tracked, stored, and produced upon request. It also emphasizes the importance of consistent documentation across departments and locations.

For Operations & Field Managers:

Many training activities—safety, equipment, procedures, certifications—happen in the field. SB 513 requires leaders to capture and submit complete records every time.

Across roles, SB 513 underscores a shared responsibility: maintaining complete, reliable, and accessible employee records.

What This Means for Your Organization

This law formalizes what high-performing organizations already do: document training clearly and connect it to job requirements. SB 513 can strengthen how you operate by:

• Increasing confidence in personnel decisions
• Improving legal defensibility
• Supporting safety and compliance initiatives
• Streamlining audit readiness
• Reducing confusion or inconsistency across departments

For industries with regular training requirements—construction, engineering, environmental services, hospitality, manufacturing, professional services—this change is especially meaningful.

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A Practical Plan to Prepare for 2026

Here are steps business leaders can take now to get ahead and avoid last-minute scrambling:

1. Review How Training Is Documented Today

Look at onboarding, safety, skills training, software training, leadership development, and certifications. Identify gaps against the new requirements.

2. Standardize Training Documentation

Create a simple template that incorporates all five required fields. Use it across all departments and job sites.

3. Strengthen Your File Management System

Training records should live with personnel files, whether in an HRIS, learning platform, or shared digital folder. Make retrieving them simple and consistent.

4. Prepare Managers and Supervisors

The people delivering training need to know what must be recorded and how to submit it. This is especially important for field, jobsite, and shift-based teams.

5. Update Your Record Request Workflow

Define how current and former employees submit requests, who manages the response, and how deadlines are monitored.

6. Confirm Retention Timelines

Verify that personnel and training records are kept for at least three years post-employment, and that they remain accessible throughout that period.

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A Chance to Strengthen Your Business, Not Just Comply

SB 513 may look like an administrative update, but it creates a meaningful moment for organizations to improve documentation standards, reduce risk, and elevate operational consistency. Leaders who act early will not only avoid compliance headaches—they’ll strengthen how their teams train, develop, and manage performance.

If you’d like help evaluating your current training records or preparing your organization for SB 513, connect with your Risk Advisor or Risk Control Advisor. They can guide you through this transition and help you build a practical, compliant system tailored to your business.