Team Resume Filing System

As part of good Human Resource Practices (also dictated by employment law) it is necessary for all submitted resumes for “advertised positions” be kept on file for at least 12 months following resume receipt. Since we have a decentralized HR approach each Team must create and maintain a resume file for this purpose. Some of you may already have a system for this and as long as it is documented and works (can stand up to audit), it is OK. If your Team does not have such a system one that will work is suggested below.

Someone in each Team needs to be responsible for keeping these files. It will be very easy to do but someone has to be in charge. The file folders themselves need to be a 12-month set January through December. The file should be secure enough not to be rifled through by casual passers by.

Whenever a want ad is posted, by your team, anywhere soliciting resume responses, all resumes received in reply need to be filed in this system for a one-year period. As the months pass the responsible party simply throws out the ones that expire and replace with any new ones.

CleanAir is considering moving to a paperless process altogether and this system may simplify greatly.