Create a system that will work within the framework of your corporate structure and write it down. Keep a notebook or computer file listing the policies and procedures that, when followed, indicate a person is an actual job applicant. The government has not set out a certain formula that companies must follow so it is up to your human resources department to set up a system and to follow it consistently.
These records for all applicants can be stored in file cabinets and folders, in applicant tracking software that is maintained on in-house computers or in a web-based system that is maintained by an ASP (Application Service Provider). No matter where and how the records are stored, any electronic or computerized system should include the following: Security, Word processing program for composing letters and making notations, Copies of EEO reports, Detailed job descriptions for every position within the company, Calendar program for scheduling and tracking dates of interviews and phone conversations, OCR (Optical Character Recognition) resume scanning, Applicant information such as pre-employment testing scores and interview notes, Other features may be helpful, but these basic abilities will assist with accurate recordkeeping of all applicants.