Applicant Files

What Are Applicant Files?

Applicant files are documents that contain all the information related to a job candidate's application for a position at a company. 

Human resources (HR) departments create and maintain these files to ensure compliance with employment laws and regulations and provide a reference for hiring managers during the selection process.

Contents of Applicant Files

Applicant files typically contain a variety of documents, including resumes, cover letters, application forms, reference checks, educational records, and any other relevant information related to the candidate's job application.

These files may also include notes from interviews and any pre-employment tests or assessments the candidate may have taken.

HR departments must maintain these files in a confidential and secure manner, as they contain sensitive information about the candidate. 

HR should ensure that only authorized personnel have access to these files and that they are kept in a secure location, such as a locked cabinet or password-protected electronic database.

Retention of Applicant Files

Retention of applicant files is an important consideration for HR departments. Companies are required to keep certain records for a specified period of time, and applicant files are no exception. 

The length of time that applicant files should be kept on record may vary depending on local and federal regulations, the nature of the position, and the company's internal policies.

For example, in the United States, federal laws require employers to keep employment applications for one year after making a hiring decision. However, some states have longer retention requirements. 

It's essential for HR departments to keep up to date with the applicable regulations to ensure that they are complying with the law.

Applicant files are an essential component of the HR process. They provide a comprehensive record of a candidate's job application and are an essential tool for hiring managers during the selection process. HR departments must maintain these files in a confidential and secure manner and ensure that they comply with local and federal retention requirements. 

By doing so, HR can help ensure that the company complies with employment laws and regulations and that the hiring process is fair and transparent.