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Managing Your Records

RAM uses a unified records system to track all types of qualifications and documentation — not just certifications. This guide covers how to add and manage all your records.

Record Types​

RAM tracks several types of records:

TypeExamples
CertificationsCPR, EMT, SARTECH, Rope Operations
TrainingCourses, workshops, continuing education
Background ChecksCriminal, driving record, fingerprints
Medical RecordsPhysicals, immunizations, fit tests
VaccinationsTetanus, Hepatitis B, COVID-19
LicensesDriver's license, amateur radio, professional licenses
InsurancePersonal liability, vehicle insurance

Your agency administrator determines which record types are available.

Viewing Your Records​

Access Your Records​

  1. Go to My Profile → Records or Certifications
  2. Or navigate directly to Records in the main menu

Understanding the List​

Each record shows:

  • Name — The record/certification type
  • Status — Current, expiring soon, or expired
  • Issue Date — When it was earned/issued
  • Expiration Date — When it expires (if applicable)
  • Document — Whether you've uploaded proof

Filtering Records​

Use filters to find specific records:

  • By Type — Show only certifications, training, etc.
  • By Status — Current, expiring, expired
  • Search — Find by name

Adding a New Record​

Step-by-Step​

  1. Click Add Record or Add Certification
  2. Select the Record Type (certification, training, etc.)
  1. Choose the Template from your agency's list
  2. Enter the required information:
FieldDescription
Issue DateWhen you earned/received it
Expiration DateWhen it expires (if applicable)
Certificate NumberID number on the certificate (optional)
Issuing OrganizationWho issued it (often pre-filled)
NotesAny additional information

  1. Upload Documentation (recommended):

    • Click Upload or drag and drop
    • Accepted formats: PDF, JPG, PNG
    • Max file size: Usually 10MB

  2. Click Save

Tips for Uploading Documents​

  • Take clear photos of paper certificates
  • Download PDFs from online training platforms
  • Both sides if the card has information on back
  • Crop to remove excess background

Editing Records​

To update an existing record:

  1. Find the record in your list
  2. Click the Edit button (pencil icon)
  3. Update the information
  4. Save changes

When to Edit​

  • Renewal with new expiration date
  • Correcting errors
  • Adding missing documentation
  • Updating certificate numbers

Renewing Expiring Records​

When a certification is about to expire:

Option 1: Edit Existing Record​

  1. Open the expiring record
  2. Click Edit
  3. Update the Issue Date and Expiration Date
  4. Upload new documentation
  5. Save

Option 2: Add New Record​

Some agencies prefer you add a new record for each renewal to maintain history:

  1. Complete your renewal training/testing
  2. Add a new record with current dates
  3. The old record remains for historical reference
tip

Check with your agency administrator for their preferred renewal process.

Expiration Notifications​

RAM automatically sends reminders before records expire:

TimingAlert Level
30 days beforeFirst reminder
14 days beforeSecond reminder
7 days beforeUrgent reminder
1 day beforeFinal reminder
ExpiredOverdue notice

Notification Channels​

Depending on your settings, you'll receive alerts via:

  • Dashboard notifications
  • Email reminders
  • In-app alerts

Record Status​

Records display different statuses:

StatusMeaning
CurrentValid and not expiring soon
Expiring SoonExpires within 30 days
ExpiredPast expiration date
Pending VerificationAwaiting admin review (if enabled)
No ExpirationRecord doesn't expire

Specialty Requirements​

If your agency uses specialties (like "K9 Handler" or "Medical Officer"), your records connect to those requirements.

Viewing Requirements​

  1. Go to My Profile → Specialties
  2. See which certifications are required for each specialty
  3. Check your status (qualified/not qualified)

Meeting Requirements​

To be qualified for a specialty:

  • Have current (not expired) records for all required certifications
  • Records must match the templates specified by your agency

Common Questions​

Why can't I find my certification type?​

Your agency administrator must create a template for that certification type. Contact them to add it.

Can I delete a record?​

Usually no — records are kept for historical purposes. Contact your administrator if a record was added in error.

Who can see my records?​

  • You can always see your own records
  • Agency administrators can view team records
  • Training coordinators may have access
  • Records are never visible to the public

What if I lost my certificate?​

  1. Contact the issuing organization for a replacement
  2. Once received, upload to RAM
  3. In the meantime, add a note explaining the situation

Best Practices​

Keep Records Current​

  • Upload renewals promptly
  • Don't wait until the last minute
  • Set personal reminders before RAM's alerts

Document Everything​

  • Upload proof for all records
  • Include both sides of cards
  • Save confirmation emails from online courses

Verify Accuracy​

  • Double-check dates before saving
  • Ensure expiration dates match your certificates
  • Review records periodically for errors