Personnel Records – Application Forms

Application forms should be used to obtain personal information from applicants, including full name, address and telephone number, date of birth, sex, disabilities (if any), ethnic origin (or tribe), language spoken and nationality.

Applications forms will also gather information about qualifications and career, such as educational qualifications, history of past employers, work duties and experience, reasons for applying for the job, career statement and references.

Some organisations allow candidates to submit a curriculum vitae (CV) instead of or in addition to, a completed application form. Others may also refer to your personal profile on social sites, e.g. LinkedIn.

Electronic records management

Curriculum Vitae, application forms

Curriculum Vitae (Photo credit: badjonni)

The application form or is a record that may be required if the individual’s statements are questioned at a later date. Unsuccessful applications need only be kept for a short time (usually between 2-6 months) in the event of an appeal against the decisions. As well, if the interview process is unsuccessful, it may be necessary to go back to the pool of applicants to find further possible people to be interviewed.

The application form or CV, with the offer letter and letter of appointment, should be placed on a temporary personnel file. A permanent file should only be opened once the candidate has taken up his or her post. If the candidate does not take up the post, the application form should be retained for 1-2 years. Unsolicited applications and other general recruitment enquiries would normally be kept for 1-3 months.

Records issues

Further information

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