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My supervisor has gotten bombarded with resumes recently – most have been for positions we’ve posted, while some are unsolicited. With so many applicants and not enough positions to fill, how long does a company typically keep unsuccessful job candidate's applications on file, regardless of whether the candidate is successful in securing an interview or passed over altogether?
I've witnessed a few instances over the years when the employer reaches out to another candidate after the initial hire didn't work out, but that was always within a few weeks from the start date.
Interesting question, I searched and it appears that there are actually federal guidelines on resumes and applications submitted for a specific job listing:
Major federal laws that address employment records retention requirements include:
Title VII of the Civil Rights Act of 1964 – Requires employers to keep various employment records, including job applications, for one year from the date the application was received.
Age Discrimination in Employment Act – Requires employers to retain employment applications for one year. There is language, however, that indicates if you are aware the applicant is over age 40, you should retain it for as long as two years.
Americans with Disabilities Act – Requires employers to retain job applications and documents for one year. There is some variation based upon whether or not the applications are solicited or unsolicited, but the maximum retention is two years.
Executive Order 11246 – If you are a government contractor and have less than 150 employees or a contract of at least $150,000 you must retain these records for one year. If you have at least 150 employees or more and a contract of $150,000, you are required to keep the records for two years. If you have a resume on hand from a previous search and decide to consider it for a new position months down the road, you will need to keep that resume or application for the time required based on the last viewing of the document (i.e., 1-2 years past the fill date of the second position).
From a legal standpoint I can see the requirement.
Personally, no job I have worked at ever looked back at past rejected job applicants as possible candidates for future job openings.
They are kept in compliance with state records retention laws. That said if you were not hired out of a particular process, we don't go back and dig through previous resumes. Every job posting has a job number, and you have to submit an application for the new job number. In the case you mentioned about someone quitting or being fired within a couple of weeks, HR would likely let us hire off the original list since the hiring process was not a success, allowing us to move to the next person.
Who cares how long they keep unsuccessful job applications on fire.
"We got 500+ applications for this role, so let's put them ALL ON HOLD and look at this guy who applied 3 months ago unsuccessfully" said no employer ever.
My supervisor has gotten bombarded with resumes recently – most have been for positions we’ve posted, while some are unsolicited. With so many applicants and not enough positions to fill, how long does a company typically keep unsuccessful job candidate's applications on file, regardless of whether the candidate is successful in securing an interview or passed over altogether?
You'd have to ask each individual company in question. There is no way to know any other way.
An electrical company my son had tried to get a job at recently Emailed him to ask if he'd like to come in to be interviewed. It was 17 months since he'd tried to get a job with them.
The lady seemed a bit shocked and disappointed when he informed them he'd given up on Connecticut and moved to Texas to obtain a job. I guess he was supposed to hang around till they deigned to interview him. I thought wow, 17 months after the fact you've decided he's good enough to interview again.
I applied for a buyer/purchasing agent position at a small utility. I had a phone interview but didn't really click with the hiring manager, so nothing happened. But then that guy soon left the company, and I got a call 2-3 months later asking if I wanted to interview for the manager role. (I had a college degree and a certification that managers often get). But I told them I didn't want to pursue a management position.
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