Why and how to create an effective CV database?

In today's digital recruitment landscape, knowing how to create a high-performing CV database has become essential for optimizing sourcing and centralizing applications. This comprehensive guide explains the steps to build an effective CV database using best practices, from platform design to automating CV sorting and filtering. You'll discover how to integrate modern tools and dedicated software to create a high-performing database, while complying with GDPR regulations and enhancing your employer brand.

Presentation and issues

What is a CV database?

A CV database is a centralized repository of CVs, often set up as a digital directory. It allows candidates to upload their resumes to be found by potential employers. Furthermore, recruiters can also post job offers on these same CV databases.

Why use a CV database?

Using a CV database offers numerous advantages for recruiters. First, it optimizes candidate sourcing by providing immediate access to a large number of CVs through a centralized platform. This facilitates the creation of a pool of qualified candidates, which is essential for a digital recruitment strategy.

In addition, a CV database helps reduce the costs and time spent manually searching for CVs. Thanks to automation and intelligent CV sorting, the process becomes faster and more accurate, allowing recruiters to focus on the qualitative assessment of candidates. Finally, data centralization improves consistency and collaboration among recruitment teams.

The different types of CV databases

Free general CV databases: the best known remains that of France Travail, a massive database that centralizes millions of CVs from various candidates. These CVs remain anonymous, however, and recruiters must therefore send a contact request, with or without a job offer. Also worth noting is the APEC CV database, which focuses on managerial profiles.

Paid generalist CV databases: Indeed or Hellowork provide access to a large pool of candidates via different paid packages.

Social media CV databases: the best known remains LinkedIn, which also allows for networking and referrals. The Viadeo platform is also worth noting.

Each type of CV database can be used differently: some are designed to be integrated into an ATS and allow for the automation of CV sorting, while others are presented as an online CV directory intended to serve as a complementary source during data sourcing and extraction.

Creating an internal CV database: a user guide

The methodology for creating a CV database is based on several important steps, detailed below. The objective is to facilitate the centralization of recruitment data and to find qualified candidates who match your needs.

Relying on effective tools

Creating an internal CV database requires the use of powerful tools and appropriate software. You can start by using spreadsheets like Excel or Google Sheets to collect and organize CV data. However, for greater efficiency, implementing an Applicant Tracking System (ATS) is recommended. These solutions allow for automatic CV import and rapid indexing of information.

Furthermore, automating the recruitment process through dedicated systems allows for the centralization of applications and the implementation of a CV collection workflow. These tools often integrate advanced features, such as CV parsing for recruitment or skills-based CV scoring, which greatly facilitate segmentation and sorting.

Sourcing candidates

A crucial aspect of creating a CV database is candidate sourcing. This involves defining a digital recruitment strategy that leverages job boards and networks like LinkedIn to collect as many CVs as possible. The goal is to build a pool of candidates with diverse and skilled profiles.

Also, draw on responses to your job postings and the various unsolicited applications you've received. These are profiles that could potentially interest you in the future. Furthermore, keep the CVs of candidates referred by employees, colleagues, or people in your network.

Organizing your CV database

Organizing an internal CV database relies on centralizing data and indexing it effectively. It's essential to structure your platform by creating clear categories: for example, grouping CVs by industry, experience level, or candidate type. Parsing the CVs allows you to obtain this information.

Using an intelligent CV segmentation and sorting system allows for quick access to the most relevant profiles. From there, CV matching takes place, linking candidates to job requirements through a compatibility score out of 100. The goal is to achieve a minimum score of 75 out of 100 for a CV to be considered compatible with the position.

Comply with legal requirements

When designing a CV platform, it is essential to comply with legal requirements, particularly those of the GDPR. The General Data Protection Regulation mandates that candidates be informed about the collection of their personal data. Furthermore, the use of this data must be justified and strictly protected.

Please note that you can only keep this data for two years. After that, you will need to obtain the candidates' consent again.

Internal CV database: advantages and disadvantages

The advantages

Creating an internal CV database offers numerous advantages. First, it allows you to build a pool of qualified candidates by centralizing all applications on a single platform. This translates into significant time savings in the recruitment process and reduced costs.

Furthermore, a well-structured CV database improves the performance of your sourcing efforts by facilitating advanced CV filtering and intelligent sorting based on specific criteria. This system also fosters collaboration between teams by enabling easy sharing of CVs and the creation of candidate shortlists.

Finally, having an internal tool helps strengthen your employer brand, because you take more time to interact and build relationships with candidates.

The disadvantages

Despite its many advantages, creating an internal CV database also has some drawbacks. For example, managing and indexing the data requires a significant time investment to organize and classify CVs optimally.

It is also necessary to implement processes for automatically updating CVs to prevent data from becoming outdated. Furthermore, CV storage must comply with GDPR requirements, which may involve strict deadlines and rigorous data management.

Enhance your CV database with Marvin Recruiter

Introducing Marvin Recruiter

Marvin Recruiter is an innovative CRM software that combines an ATS and a CRM, specifically designed for recruitment teams. It helps you efficiently manage your contacts, automate your tasks, and optimize your recruitment strategy.

Using the Marvin Recruiter LinkedIn extension

The LinkedIn extension offered by Marvin Recruiter is a real asset for enriching your CV database. This feature allows you to directly import CVs from LinkedIn, automatically extract relevant data, and integrate it into your CV database.

The extension also simplifies sourcing by allowing you to use Boolean operators to filter profiles according to specific criteria. This provides you with a seamless CV collection workflow that integrates perfectly into your recruitment process and enhances the efficiency of your applicant tracking system.

To learn more about this feature, visit the dedicated page on the Marvin Recruiter LinkedIn extension.

FAQ - Frequently Asked Questions

What tools should be used to create an internal CV database?

You can start with simple spreadsheets, but for optimal automation, it's recommended to use an Applicant Tracking System (ATS) or a dedicated platform. These tools allow for automatic import and indexing of resumes, and facilitate candidate sourcing. Integrating solutions like Marvin Recruiter can also enhance your system.

How to ensure the updating and security of CV data?

It is crucial to implement procedures for automatically updating CVs and centralizing data to ensure the freshness and security of your CV database. Compliance with legal requirements, particularly the GDPR, is imperative to protect candidate data and ensure compliant centralized management.

Why does investing in an internal CV database improve employer branding?

Implementing an internal CV database allows you to create a pool of qualified candidates and reduce recruitment times. This improves the performance of your sourcing efforts and strengthens your employer brand by demonstrating that your company invests in innovative tools and a modern digital recruitment process.