Your Fear and Loathing of Cleansing and Maintenance Resolved

Your Relationship with your Recruitment Database

Do you think of your Recruitment Database as your home? If you don’t, you should most certainly start to.

As a recruitment agency, your candidate database is your holy temple, the pot of gold whence all your successes come. And just as you love and cherish your home and always want it to be modern, stylish, clean and organised so that it doesn’t cause you headaches, so you should also love your candidate database.

However, the case with most brilliant recruiters and agencies is that their database is often not as organised and up-to-date as they want it to be. They don’t have enough time to devote to it. Or they are constantly engaged in closing a candidate or nurturing a new opportunity. There is always something happening, and the candidate database for recruiters piles up with resumes of all kinds. You have those inactive candidates, old data, candidates who have left the country, and the most recent dread of all: GDPR compliance.

Recognised your house yet?

If you did so, don’t worry – you’re not alone. As GDPR regulations were imposed on the recruitment industry, every recruitment agency in the UK and Europe faced a major issue: large databases with thousands of candidates’ info in it and not enough staff to do the cleansing, updating and complying according to regulations.

Here’s how you can do this fast, easy, cost-effective and of course, as elegantly as possible.

  1. Define a screening process for managing new and existing candidate applications

How do you handle new applications?

Is your database updated on the existing applications?

Do you have a clear picture of whether the applications in your holy temple are still worth wasting time and energy on?

If you don’t have a clear answer to these questions means something in your process isn’t working.

In order to get the most accurate picture on your database, start by re-screening the existing applications you have. Define a process on the essential data that you need to re-check with the applicant and update in your ATS accordingly. This means you may need to be on the phone for quite some time, especially if your database counts thousands of applicants.

Are you contacting each applicant in the initial period of their application to show them the respect and love they deserve?

If not, make sure you get that included in your process, as we all know how important it is to make your golden assets feel loved and respected.

Finally, how often do you communicate with the candidates in your database?

Do you just receive their resume and forget about them while chasing customers, or you make sure they never forget they’ve given you their resume?

All these questions need to be answered with an appropriate action reflected in your applicant screening process that should be dynamic, instead of passive. Remember, getting to the point of having little to no “worthless” applications in your database comes down to being actively present in your applicant’s lives.


  1. Set targets for screening, categorising and cleansing


Don’t just give the task to your team of recruiters and forget about it.

Instead, make sure the database maintenance process is entirely controlled by you, by setting daily targets to be reached by each person.

Is your database small, medium or large in terms of the number of candidates?

According to our experience, a database with up to 1000 applications is a small database. A medium database has from 1000-5000 applications and a database with 5000+ applications in it is considered a large database.

Depending on the abilities your team has, as well as the time you have at your disposal, you can set a daily target and have your database cleansed and re-organised according to regulations and expectations.


  1. Don’t have the time, nor the resources to go through candidate database cleansing? Outsource and reap all the benefits of it.

It’s not uncommon in recruitment to deal with repetitive tasks for which your recruiters don’t often have the time to undertake. Which leads to the conclusion that you may need to get some extra help to do what’s needed in a fast and effective manner.

Recruitment process outsourcing is what you do when you don’t just want to get a one-time result and then go back to the old chaos in the house, but you want to expand your teams with the support they need to have all work finished in deadline and constantly functioning as per the procedures you’ve pictured in the first place.

There are 2 ways of outsourcing work: you can outsource work as a project if your goals are short-term and you just need extra help at the moment. Or, you can outsource an entire role that may be missing at your agency but is highly needed. Like for example recruitment services. Get in touch with us if you want a short presentation of our success stories.

Operating a recruitment agency with success ultimately requires a well-organised people machinery supported by an ATS that will also be organised to serve the agency’s goals. Your recruitment database is your holy temple and keeping it clean and well-organised is worth investing in. When you know exactly who you have in your database, you will reach better results in your recruitment work and save time, money and effort doing it.

Share this Post