Data management
How to structure CV data for searchable recruitment records
Good recruitment data begins with a distinction: a person is not the same thing as an application, and an application is not the same thing as a document. When a spreadsheet combines all three, updates become ambiguous. A useful structure keeps these records connected while preserving the context in which each assessment was made.
Separate four linked record types
Create a candidate reference for the person, an application reference for their interest in a vacancy, a document reference for each uploaded version and an assessment reference for each review. For example, one candidate may submit two applications and replace one CV. Preserve those relationships instead of overwriting the old assessment or creating an apparently unrelated person each time a file changes.
Retain provenance for extracted fields
Store the source document reference alongside extracted qualifications, skills and employment dates. Where possible, retain a page or text location for material evidence. Distinguish candidate-supplied information from recruiter corrections and model-generated summaries. A correction should leave enough history to explain which version was reviewed, while avoiding unnecessary copies of the entire document in every note or export.
Design imports as a controlled mapping exercise
Map incoming columns to the fields you actually use, preview a few rows and report missing values before committing the import. A full-name column should remain available even if a first-name split is uncertain. Do not deduplicate solely by a person’s name. Flag possible matches for review, and preserve an import reference so a mistaken mapping can be investigated without rebuilding the whole contact list.
Make access and retention part of the structure
GOV.UK advises collecting only relevant recruitment information and keeping records secure. Treat access rules and retention dates as record attributes rather than informal notes. Specify which team owns the application and which exports have been created. Keep a deletion or review process connected to the source records so a tidy database does not conceal unmanaged copies in shared folders.
Sources and further reading
Sources checked 25 October 2026. The workflow recommendations are MyValidCV editorial guidance. Check current requirements with the relevant authority; this article does not establish legal compliance or certify a product.
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