Documenting Recruitment and Selection Processes

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Documenting your recruitment and selection activities is important. If your hiring decision is challenged, your documentation will become evidence that both sides will try to use to make their case. A lack of documentation may be interpreted as proof of the challenger's claim. Always check with your human resources specialist(s) to see what your organization's or your city's policies are regarding what documentation to keep.
If there is not a prescribed list of documents to keep, you may want to keep the following:

• The application forms completed by the candidates for the position
• The resumes of all who applied for the position, if applicable
• Copies of all forms and tests used in the various selections tests
• A list of the interview questions used in the selection interview(s)
• The scoring guide, if one exists
• Applicant interview evaluation forms
• Interview notes
• Offer letters
• All other documents that pertain to recruitment and selection and any other activities used to fill vacancies

Some Thoughts Regarding Taking Notes

• Do not write on application forms or resumes or other selection documents; make notes on a separate piece of paper.
• Only make notes about job related factors; do not make notes about appearance or other non-job related factors. (Notes regarding appearance, make up, weight, hair, etc. may lead others to believe that your hiring decision was influenced by personal and perhaps discriminatory biases).
• Keep only factual notes. Do not draw inferences or speculate.

Retention of Recruitment and Selection Materials

To determine how long you should keep these records, talk with your human resources specialist or the city or county human resources department. Many states have specific laws regarding records retention.

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