Create a file and document the process
You are expected to maintain records of your hiring and decision-making processes. Human Resources and the Department of Civil Rights may ask to review this documentation at any time.
- Start a file in a physical or digital location to keep your position description, equitable hiring tool, and all your notes and documents. Your documentation should include who was involved in each part of the process (both internal staff and candidates) and how and why your selection decisions were made.
- Application materials are stored in NEOGOV and do not need to be printed or stored separately. Using NEOGOV for applicant tracking, interview scheduling, and sending notices can support your record-keeping. The NEOGOV Online Hiring Center User Guide has detailed instructions (network login required).
- Interview records must be kept for at least three years. This includes notes taken by each panel member.
Talk to your agency’s record custodian about how and where these files are maintained in your agency.