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All parishes and schools will keep a separate safe environment file or similar electronic record for their staff and adult volunteers. This file will contain an original, copied, or scanned version of the person's VIRTUS® certificate of attendance; an original, copied, or scanned version of each recertification; an original, copied, or scanned version of the signed Acknowledgment of Receipt from the Archdiocese of Los Angeles Guidelines for Adults Interacting with Minors at Parish or Parish School Activities or Events (reviewed and signed annually); and any other documents required to comply with the safe environment policies and procedures of the Archdiocese of Los Angeles​. The location must also have a file or other similar electronic record listing the names of the staff and volunteers with their safe environment certification and recertification dates. See "Safe Environment Training Documents" in the Record Retention Schedule (sorted by ​​​category and record type).​

The person selected by the pastor and principal to maintain the files will regularly update the records to include safe environment certification and recertification dates. This person will also update all Volunteer/Personnel Infor​mation Network (VPIN) files at least twice a year. If employees and adult volunteers move to another parish or school in the archdiocese, their VPIN information is transferrable but should be updated.