Using a CV Database: Best Practices for Sifting Through CVs

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<h2>Key Takeaways</h2>
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<li>CV databases have quite a few disadvantages: it can be hard to separate the wheat from the chaff as databases contain millions of CVs and some of them belong to people who are no longer seeking a job; recruitment agencies skim off the best applicants; and it can be hard to get hold of applicants.</li>
<li>If you do decide to use a CV database then we recommend: using broad search terms and sifting the CVs or using Boolean logic for more precise targeting; using location and search radius when relevant; searching only for active applicants; and approaching likely jobseekers carefully as you have to sell your job to them.</li>
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Be Careful With CV Databases

I’d urge you to tread carefully with CV databases. Unless you have a dedicated HR consultant who really knows how to use them, they can be a bit of a hassle and may not find you many promising applicants. Here are some of their major disadvantages:

• Finding appropriate CVs can be a challenge: Even when you use sensible search terms, you can end up with lots of CVs to trawl through.
• Databases contain dead end CVs: Job sites don’t always delete old CVs because they use their CV count to market their databases. Even if a database advertises that it contains millions of CVs, many of these may well be useless because they belong to people who are no longer searching for a job.
• Databases are “overfished”: Recruitment consultants constantly trawl the databases for the best applicants, leaving behind the weaker ones.
• Contacting jobseekers is tricky: When a jobseeker applies to your advert they’re coming to you, but when you contact someone whose details you’ve found in a database the roles are reversed. You’re approaching them and you’ll have to work hard to sell the job.
• Very time consuming: All the above points mean that your valuable time is being wasted. Most other Applicant Attraction Channels give you better results for the time and money invested. See our guide Fill Your Jobs Fast: Use Multiple Channels to Attract Great Performers and chapter 4, for a comprehensive overview of other ways to advertise your vacancy.

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How to Use CV Databases Most Effectively

If you really want to recruit using a database, make sure you are efficient by using these strategies:

• Use broad search terms – or alternatively use Boolean logic: Search broad-generic keywords such as “marketing” rather than “marketing executive” as this will give you a greater number of CVs to choose from. You also need to consider misspellings; I once searched for “Acountant” and got 200 more CVs! The downside of using broad phrases is that you can end up with loads of CVs to sift through, which takes time to do properly. The alternative is to use Boolean logic to make your searches more precise – I explain how to do this below.
• Use location and search radius: This can help focus your search, but bear in mind that some jobseekers might be looking to relocate, and that radius is simply geographical distance which may not accurately reflect commuting time.
• Only view active applicants: When searching, include only applicants who have been active in the last 60 days. This will exclude old CVs and increase the likelihood of finding active jobseekers.
• Contact promising jobseekers promptly but tactfully: These people are not expecting your call as they have not applied to a job with you. Warm them up with a text message and mention that you’re an employer rather than a recruitment agency. Then follow up with a phone call, as this demonstrates you are interested in them. If you don’t manage to make contact, try sending another text or an email. When you do manage to talk to the jobseeker, avoid overwhelming them with lots of information about your vacancy. Instead ask them about their current job and what they’re looking for in their future career, then explore whether they might be a good fit for you. 

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How to do a Boolean Search

Boolean logic allows you to search databases with greater precision, enabling you to pinpoint exactly the kind of applicants you want and to exclude unsuitable ones. Boolean searches use AND, OR, NOT, and brackets to build targeted search phrases. Here are some examples:

• “software AND developer” will find CVs containing both of the words “software” and “developer”.
• “accountant OR bookkeeper OR book keeper OR book-keeper” finds CVs with either accountancy or book-keeping skills while allowing for spelling variations.
• “sales NOT manager” finds CVs with “sales” but not “manager”.
• “software AND (developer OR engineer)” gives you CVs containing “software” and at least one of “developer” and “engineer”.

Warning: It’s easy to make a mistake and be given results that are different to what you thought you’d asked for. Boolean searches can save you time, but only if you feel comfortable using them. If not, use broad keywords, then sift the results.

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Additional Resources

• Recruitment Book; The Secrets of Great Recruitment: How to Recruit Great Employees.
• Downloadable PDF guide; Navigating Job Sites Like a Pro: Strategies to Fill Your Vacancies Fast.
• Downloadable PDF guide; Efficient Strategies for Using CV Databases to Find Applicants.
• Article; Advertise a Job: How Choosing the Wrong Job Site Could Cost Your Thousands!
• Article; Choosing the Right Job Site to Advertise a Job: A Simple Guide for Employers.
• Article; CV Databases Exposed: Are They Really Worth Your Time and Money?
• Article; CV Database Techniques: Using Boolean Logic for Applicant Searches.
• Article; How AI is disrupting Job Boards, Recruitment & HR.
• Article; Advantages & Disadvantages of Using Job Sites for Advertising Jobs.
• Article; How to Advertise a Job - Best Way to Advertise Job Openings.
• Article; What is a Job Site and When Should an Employer Use Them?