{"id":10724,"date":"2026-10-23T13:52:50","date_gmt":"2026-10-23T11:52:50","guid":{"rendered":"https:\/\/didactum.fr\/ehs-passport-how-to-centralize-employee-training-qualifications-and-tracking-information\/"},"modified":"2026-10-23T13:58:54","modified_gmt":"2026-10-23T11:58:54","slug":"ehs-passport-how-to-centralize-employee-training-qualifications-and-tracking-information","status":"publish","type":"post","link":"https:\/\/didactum.fr\/en\/ehs-passport-how-to-centralize-employee-training-qualifications-and-tracking-information\/","title":{"rendered":"EHS Passport: how to centralize employee training, qualifications, and tracking information"},"content":{"rendered":"\t\t
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Training records, qualifications, supporting documents, expiration dates\u2026 EHS information related to employees can quickly become scattered across multiple spreadsheets, folders, and documents.<\/p>

The challenge is not simply storing this data, but being able to retrieve it quickly, verify that it is up to date, and make it accessible to the right people.<\/p>

In this article, the term \u201cEHS Passport\u201d refers to an internal tool used to centralize and track this information. It is not the Passeport de pr\u00e9vention established by the French Ministry of Labor, which is a separate national system.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t

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Identify the information currently scattered across different sources<\/h2>

Before looking for a tool, it is important to understand how information is actually managed today.<\/p>

Where are training records stored? Where are supporting documents kept? Who tracks expiration dates? Do EHS and HR teams use the same sources? How long does it take to retrieve an employee’s document?<\/p>

These questions help identify which information would benefit from being consolidated and which tasks could be simplified.<\/p>

Having multiple storage locations is not necessarily the problem. Difficulties arise when cross-referencing them becomes time-consuming or when important information is hard to find.<\/p>

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Centralize the information needed for EHS tracking<\/h2>

Once the requirements have been identified, the goal is to bring together the information that is genuinely useful for employee tracking: completed training, qualifications and authorizations, expiration dates, and supporting documents.<\/p>

The benefit is being able to access the relevant data and, when necessary, the document that supports it, all from a single location.<\/p>

This approach can replace searches across multiple spreadsheets and folders with a single point of access.<\/p>

This is one of the objectives of the EHS Passport developed as part of Nexans Calais’ digitalization project: bringing together training records, qualifications and authorizations, and related documents to make information easier to access.<\/p>

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Make information accessible when it is needed<\/h2>

Centralizing data is not enough. It must also be accessible in the situations where it is needed: in the field, during an audit, or when an employee works at another site.<\/p>

Access should therefore be designed around actual usage.<\/p>

Several options are possible: smartphone access, an employee portal, a QR code, or access through an employee badge. The goal remains the same: avoiding the need to exchange emails or search through multiple folders to retrieve information.<\/p>

In the Nexans project, the EHS Passport is intended to be accessible through a QR code linked to the employee’s badge. This will allow employees to retrieve their information and supporting documents, including when working at another site.<\/p>

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Define who can access which information<\/h2>

Centralizing data does not mean that everyone should be able to view all the information.<\/p>

Employees may need access to their training records and supporting documents. The EHS department may require more comprehensive information for tracking purposes. Other authorized individuals may only need to verify whether a training course or qualification remains valid.<\/p>

It is therefore useful to define access permissions before digitalizing the process:<\/p>