Export Training Records

Regularly exporting training records from your vessel is an important part of maintaining accurate crew training data. Exporting ensures that completed training, assessments, and qualifications are transferred to the company database, allowing shore-based personnel to monitor training compliance across the fleet.

It is recommended that vessels export training data at least once per month, or whenever significant training activities have been completed.

Regular exports also help ensure that crew training records follow personnel when they transfer between vessels within the company.

Before exporting training records, ensure that:

✅ You are logged in using an Administrator account.

✅ Recent training activities have been completed and saved.

✅ You have access to a computer with an internet connection to send the export file.

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How to Export Training Records

1. Log in to the Ocean Learning Platform using an Administrator account.
2. Select the Cog Wheel and choose Data Exchange.
3. Select Export Data.
4. Click Next.
5. Select Export Latest Changes.
6. Click Next.
7. Tick On completion, take me to the Data Exchange section in Task Status.
8. Click Finish.
9. Once processing is complete, click Download.
10. Save the generated file to a portable storage device or local computer.
11. Transfer the file to a computer with internet access.
12. Create a new email and attach the exported file.
13. Send the email to your company's designated training email address.
     

The file will be processed automatically and the latest training records will be updated in the company database.

❗Important

⚠️Do not rename the request file.

⚠️Do not compress or zip the file.

⚠️Do not modify the file contents.

⚠️Do not include additional requests or messages in the email, as it is processed automatically.

⚠️Always retain the original file name to ensure successful processing.

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Best Practice

To maintain accurate training records and support compliance requirements, vessels should export training records regularly and include the export process as part of their monthly training administration routine. Consistent exports help ensure that crew training history remains current, accessible, and available across the fleet.