TraineryLMS + TrAI

‍One Place for Every Document Your Training Program Generates

DocuStor is the secure, centralized repository for completion certificates, signed acknowledgments, external credentials, expiring licenses, and audit artifacts. Searchable, permission-controlled, and always ready for an auditor.

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TraineryLMS dashboard showing total courses, active learners, average completion rate, SCORM compliance, learners by role pie chart, completion rate by department bar chart, and course details for OSHA Workplace Safety 2026.

Step by Step

Documents captured automatically

Completion certificates, signed acknowledgments, and assessment records generated by Trainery are stored in DocuStor automatically without any administrator action. External documents can be uploaded manually by employees or admins.

Permissions applied by role

Access controls are applied automatically based on role configuration. Each role sees only the documents relevant to their function. An HR manager sees their team's records. A compliance officer sees certification records organization-wide. Learners see only their own files.

Retrieved instantly when needed

Search by employee name, document type, date, or certification name and retrieve the exact record in seconds. Auditors, legal teams, and compliance reviewers get what they need without L&D staff spending hours compiling records manually.

Core Features

Permission-Controlled Access

Set access permissions per document type, employee record, or organizational unit. An HR manager sees their team's documents. A compliance officer sees certification records across the organization. Learners see only their own files.

Version History

Every document version is retained with a timestamp and the identity of who uploaded it. Version history ensures previous records are never overwritten, which is essential for audits that require evidence of historical compliance.

Searchable Repository

Search across all stored documents by employee name, document type, date range, or certification name. Finding a specific credential or completion record takes seconds rather than a manual file hunt.

Renewal Alerts for Expiring Documents

Documents with expiry dates such as licenses, external certifications, and compliance acknowledgments generate automatic renewal alerts at configurable intervals. Nothing lapses without a warning being sent.

Audit-Ready at All Times

DocuStor is structured so that every stored document is retrievable and presentable within seconds. Auditors, legal teams, and regulators can be given controlled access or receive an export without L&D staff spending hours compiling records.

AES-256 Encryption

All documents stored in DocuStor are encrypted at rest using AES-256 and in transit using TLS 1.2 and above. The storage layer meets enterprise security requirements for regulated industries including insurance, financial services, and healthcare.

Use Cases by Role

Responding to a regulator's request for proof of training completion across a specific team

Search DocuStor by team and certification type. Export the filtered results with completion dates, scores, and signed acknowledgments attached. The response is produced in under five minutes with no manual document gathering required.

Outcome: Regulatory response in minutes, not days

Managing license renewals for a team of 200 employees in a regulated industry

Every license in DocuStor with an expiry date generates renewal alerts automatically at 90, 60, and 30 days before expiry. Nothing lapses because an administrator forgot to check a spreadsheet.

Outcome: Zero undetected credential lapses

Retrieving signed policy acknowledgments from three years ago for a legal matter

Search DocuStor by document type and date range. Version history shows every version of every acknowledgment with timestamps and uploader identity. The legal team retrieves the exact records needed without accessing any unrelated system data.

Outcome: Historical records retrieved defensibly and instantly

Issuing completion certificates to 500 learners who finished a certification program

Completion certificates are generated and stored in DocuStor automatically when learners finish the program. No certificate needs to be manually created, emailed, or filed. Each learner sees their own certificate in their DocuStor record.

Outcome: Automated certification with zero admin effort

Email attachments, shared drives, and HR file cabinets are not a compliance strategy.

Critical training records scattered across inboxes and folders are a liability. When an auditor asks for completion evidence or a legal team needs signed acknowledgments from three years ago, the answer cannot be we will search for those. DocuStor makes the answer instant, organized, and defensible.

All training-generated documents in one searchable, secure location

Version history retained for every document with timestamp and uploader identity

Audit-ready retrieval in seconds, not hours of manual compilation

Permission controls ensure each role sees only what they need to see

Expiry alerts fire automatically so nothing lapses without a warning

Frequently Asked Questions

Is DocuStor included with every Trainery plan?

Yes. DocuStor is part of TraineryCORE, which is included with every TraineryHCM plan. There is no additional fee to use DocuStor for document storage and management.

Can DocuStor generate completion certificates automatically when a course is finished?

Yes. When a learner completes a course or learning path, Trainery generates a branded completion certificate automatically and stores it in DocuStor against the learner's record. No manual certificate generation or filing is required.

Can external credentials uploaded by employees also be stored in DocuStor?

Yes. Employees and administrators can upload externally issued credentials, licenses, and certifications directly into DocuStor. These are stored alongside platform-generated records in the same searchable, permission-controlled repository.

How does DocuStor handle documents with expiry dates?

When a document is uploaded or created with an expiry date, DocuStor registers that date and triggers renewal alerts at configurable intervals, typically 90, 60, and 30 days before expiry. Alerts go to the employee, their manager, and designated compliance contacts so no renewal is missed.

Can we give auditors access to DocuStor without exposing the rest of the platform?

Yes. Trainery's role-based access controls allow you to create a read-only auditor role that sees only the document records relevant to the audit scope. Auditors can search and retrieve records without accessing course content, learner profiles, or administrative settings.

Is there a storage limit on DocuStor?

Storage allocations are set by plan tier and scale with your subscription. Enterprise clients can discuss custom storage requirements with our team as part of the implementation process. Contact us for specifics relevant to your document volume.

Can DocuStor be used for HR documents beyond training records, such as employment contracts or offer letters?

Yes. DocuStor supports any document type tied to an employee record in TraineryCORE including offer letters, employment contracts, policy acknowledgments, and performance-related documents. The repository is not limited to training-generated files.

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