Complete Digital Workbook System
A practical digital record-keeping pack for explosives detection dog handlers. It includes four editable PDF templates for organising training and deployment evidence.
What is included
CT Records Binder: organise continuation-training records by session date, keep a source index, and retain original report pages with the binder.
Annual Training Hours Tracker: record one row per distinct confirmed CT session, show the running total, and calculate hours remaining against a 100-hour target or another target you specify. The target is for record-keeping and is not an accreditation rule.
Deployment Record Log: record genuine operational deployments, including client or company, venue, deployment type, start and finish times, hours, optional rate and job earnings, and notes. CT sessions are training and should not be entered as deployments.
Target Odour Training Coverage Matrix: track dates against the target names and search categories in the matrix. Enter a date only when a CT report supports that target and category.
Download and verification
The instant download after purchase contains the CT Records Binder, Annual Training Hours Tracker, and Deployment Record Log. The fourth file, the Target Odour Training Coverage Matrix, is sent separately after Saltire Canines verifies that the buyer is an explosives detection dog handler or trainer. To arrange verification, contact Saltire Canines through the website contact form.
Using the included ChatGPT prompt
The binder includes a copy-and-paste prompt to help organise records from uploaded emails, PDFs, scans, or a selected connected email account if that feature is available on your ChatGPT account. At setup, it asks for the dog's registered or working name and aliases, date of birth and microchip number; the handler's name and SIA licence number if applicable; the team URN if available; the licensing year, date range, known trainers or providers, and hours target.
If you provide a team URN, the prompt can check the official government detection dog team listing when web access is available. It will report the source and flag a mismatch or an unavailable listing rather than guessing.
The prompt asks for a source inventory before templates are filled. It records the session date, trainer or provider, duration, record type, attachment or scan filename, and source email date and subject. It flags duplicate candidates and date conflicts, keeps separate sessions separate, and asks you to clarify unclear dog identity, date, duration, provider, or record type. It uses the report's session date; it does not estimate a training date from the email date.
After you approve the entries, the prompt can prepare separate review copies, calculate the running and remaining hours, and fill matrix dates only where the source report supports them. It keeps CT sessions out of the deployment log. ChatGPT only searches email when you start the prompt; the pack does not automatically monitor incoming email.
Important
These are independent record-keeping tools, not official accreditation documents. They do not replace signed source records or forms required by your accrediting scheme. Check every entry against the original evidence and follow your scheme's current requirements.