The Importance of Recordkeeping throughout a Hiring Process
By Rilind Elejaz
There are many benefits to record keeping. Keeping records helps cut down on human error and increase accuracy. Records can also help you stay on track with your goals. Although keeping good records is important, they are even more important during the hiring phase.
The process of hiring a new employee can be time-consuming and stressful. When hiring, it is important to stay organized and on top of all details. Good record keeping will help you stay on top of everything.
Additionally, as an employer, the government expects you to follow certain rules. Without proper record keeping, it can be hard to prove that you are following these rules and staying compliant.
Are you up to date on all recruitment guidelines and regulations? Recruitment compliance is one of the most important hiring challenges that should be addressed at each level of the hiring process.
Recruitment compliance is the process of attracting, selecting, and hiring qualified applicants for positions in an organization while adhering to internal regulations, best practices, state, and federal laws.
Recruitment compliance encompasses a wide range of components, including data security, data archiving, GDPR/privacy legislation, integration security, scoring & weighting, applicant background checks, candidate assessment, and more.
There are multiple reasons why you should stay compliant with recruitment guidelines and regulations.
If your organization lacks proper documentation of the recruiting process or has missing application information, you may be exposed to substantial hazards. Noncompliance carries a high amount of risk — potential lawsuits, attorney expenses, pricey settlements, audits — and may even result in your organization's closure.
That’s why it is critical that organizations educate and inform recruiters on the relevant legal requirements for documenting the recruiting process. By requiring recruiters to document their recruiting process, it will ensure that they are following their procedures and are also collecting the right information.
Recruiting and interviewing documents can help your organization avoid fines, lawsuits, and fines. Therefore, it will provide legal protection to both organizations and recruiters, and hiring managers.
It is strongly recommended to document recruiting and interviewing activities in order to protect and preserve your organization’s interests.
The absence of candidate assessments and other recruitment records may not only result in a legal violation but can also hinder the recruiter’s ability to make the right hiring decision. Following recruitment guidelines and regulations can help limit the number of candidates who may be negatively impacted by poor hiring practices.
If your organization is unable to accurately identify which candidates fit the job requirements due to inadequate record-keeping, any comparison between the application pool and selected employees will be erroneous.
Recruiters and hiring managers must be diligent and document all details related to recruitment efforts. Otherwise, they could end up with incomplete records and won't be able to choose candidates fairly. This is another way to make your company vulnerable to discrimination and retaliation claims.
Making certain that your company complies with all relevant labor regulations is also necessary for your reputation.
Failure to comply with regulatory standards can damage your employer brand, business brand, and industry reputation. In other words, the more compliant your recruiting process is, the lower the risk of a negative reputation.
Keeping a corporate brand intact requires strong, compliant recruiting practices. From improving your employer brand to mitigating risk, compliance should be one of your most important recruiting priorities.
Staying compliant during the hiring process is by no means easy. Fortunately, technology can assist in many ways. Most recruitment software can help keep your recruiting managers 'on track,' with forms tailored to your hiring approach, searchable applicant data, and analytics measures to keep tabs on hiring progress.
Besides utilizing technology, here are some best practices to help you stay on top of recordkeeping throughout the hiring process and remain compliant:
● Create a culture of compliance
● Establish a compliant hiring process
● Ensure data privacy
● Create record retention and record destruction policies
● Provide compliance training to recruiters
● Conduct self-audits periodically
● Keep up to date with the latest regulations
● Involve legal counsel when needed
Following these simple best practices will not only put you on the correct path, but you'll also minimize risk and reduce potential liability.
Recordkeeping is an activity that many HR professionals think is time-consuming and complicated. However, it is an essential element of the hiring process.
Recordkeeping provides organizations with critical information about compliance and risk. It can help companies demonstrate due diligence in the event of a claim. It also helps organizations demonstrate compliance with OFCCP requirements.
Furthermore, written records provide documentation that is crucial to the hiring team. Without proper recordkeeping, the hiring team may not understand the reasons behind hiring decisions, which can result in potential legal risks.