Information management and records retention is very important throughout the recruitment process. The competition file provides a snapshot of the recruitment process and may be used as a resource for immigration purposes; to defend a selection decision; and/or for future recruiting.
The competition file must be retained for a minimum of one year in accordance to records retention and Freedom of Information and Protection of Privacy (FOIPP) legislation*. The legislation states that competition documentation related to a specific candidate may be subject to review by that candidate, as well as subject to review in any subsequent legal proceedings that may arise. This underlines the need for the highest ethical standards in recruiting and maintenance of strict confidentiality to protect the privacy of each individual.
The designated chairperson or human resources representative is typically responsible for managing the competition file and associated documents (paper and/or electronic) which should include:
- Job posting and external advertisements (if applicable)
- List of all applicants and their resumes
- Short-listing criteria and a copy of the interview schedule
- Interview plan and job related exercise (if applicable)
- Interview notes compiled by the designated note taker (other notes are not required and should be shredded)
- Evaluation factors including selection criteria; rationale for selection decision, the results of the evaluation
- Signed Consent for Collection and Verification of Information form (reference authorization) and list of references
- Reference interview plan and feedback (is not subject to FOIPP review)
*Please note: When a foreign national is the successful candidate, the recruitment file must be retained for six years.