Guide
Recruitment evidence that stands up
Incomplete recruitment files are one of the most common findings at a compliance visit — usually because the hiring happened properly and nobody kept the trail.
The advert
Where an advert is required, keep a copy of it, and make sure it carries the job title, the location, the main duties, the skills and qualifications needed, an indication of the salary, and the closing date.
The screenshot
If the vacancy was advertised online, the screenshot has to show the name of the website, the content of the advert, the web address, the date it was first advertised where the site states it, and the closing date. A cropped image of just the advert text is not enough.
Take it on the day the vacancy goes live if the site does not display the first-advertised date.
The selection
Keep the number of people who applied and the number shortlisted, plus at least one thing showing how the successful candidate was identified — interview notes, the questions used, a scoring grid, or a short note on why this person and not the others.
What not to keep
You are not required to retain application forms, CVs or interview notes for unsuccessful candidates. Keeping them anyway means holding personal data you have no reason to hold, for years, inside records you cannot easily weed.
Where there was no advert
Sometimes there is no advertising campaign — an internal move, a speculative application, a graduate milk round. Then the requirement is to be able to explain, and where practical evidence, how you satisfied yourself the person was suitable.
Discuss the records relevant to your organisation.
Fifteen minutes on what you hold today and what would be asked for.