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Two reasons why you must keep accurate records of your recruitment, interview and hiring process

by , 15 May 2014
Quick question: After your recruitment drive, do you throw away documents like CVs and your correspondence with candidates? If so, you're making a BIG mistake.

You must keep copies of all documents relevant to each stage of the recruitment process for a reasonable period of time after you've filled the position.

If you're skeptical about why, continue reading to discover the two important reasons to keep accurate records of the recruitment, interview and hiring process so you can protect your company.


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Here's why you must NEVER throw away records of the recruitment, interview and hiring process

Reason #1: These documents will help you prove you're innocent if an applicant challenges your recruitment process and selection or claims unfair discrimination.

In this article, we told you that 'a candidate you've interviewed can take you to the Labour Court and claim unfair discrimination.'

But, if you have proper records, you can prove that your recruitment procedures are above board.

The last reason will help ensure you comply with the Employment Equity Act (EEA)…


The critical clauses you must include in your new hire's employment contract

You employment contract is a vital document! You must ensure you develop it along the legal requirements. There are 16 clauses you have to include. And we've included the 12 others that will protect you as an employer. Cover all your bases when it comes to a new employee's contract.


Reason #2: You must also keep records of your recruitment processes to back your Employment Equity strategy up and to monitor changes in the attitudes and actions of managers, says the Labour Law for Managers Loose Leaf Service. This information could include:

  • The demographics of candidates who apply, those who've short- listed and interviewed, and those who got job offers; and
  • The people who were involved in the short-listing, interview and job offer process.

How long should you keep these records?

Well, there's no legal requirement for keeping documents. But, it's a good idea for you to hang on to them. This way should you need to prove you acted fairly in your recruitment process and that you're in line with the EEA, you'll be able to do so.

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