Finding Hidden Resumes On Your PC

ImportExpressStepsIf you’ve been recruiting for any period of time, chances are you have a lot of resumes on your hard drive.  It’s a common practice to save these resumes in folders, organized by job title, geographic location, source, or any other logical grouping.  Over time, these folders can contain hundreds or even thousands of resumes.

But here’s the problem: unless these resumes can be converted into searchable database records, they have almost no value.  The limited searching provided by Windows or Outlook is a poor tool for a recruiter, and copying things into Excel is time consuming and not much better.

A great solution to this problem is the RESUMate Import Express tool, which is included in both the Lite and the Pro versions of RESUMate 15.

Import Express allows you to convert up to 1,000 resumes into searchable database records in a single action.  Converting “idle” resumes into searchable database records has big payback, so taking a few minutes learning how to use this function is time well spent.

Once you know how to use Import Express (this will take just 10 minutes or less), your total time investment to convert all of the resumes in any folder is negligible.  RESUMate takes just a few seconds per resume, and it can run in the background while you’re doing other things.

Detailed “how to” instructions are included in the Help system in the RESUMate program itself.  (Just open Import Express by clicking the Tools menu and selecting Import Express, then press F1 on your keyboard for illustrated, step-by-step instructions.)  But here are 2 “big picture” issues you’ll want to think about as you get started.

  • How “clean” is the targeted folder?  Does it contain lots of duplicate resumes, or even files that are not resumes at all?
  • How do you want to deal with records that were not “parsed” correctly (the name, address, or phone/e-mail information was not correctly extracted from the text of the resume itself)?

How clean is the targeted folder?  This is an important question, and spending a few minutes reviewing the folder is a good idea.  Import Express is an unattended function, and does not stop to indicate that a duplicate record is already in your database, or a duplicate record is being imported from the source file.

RESUMate has a tool for weeding out duplicate records that have come into the database through Import Express, but you’ll certainly save time if there are no duplicate records to begin with.

What to do with records with missing or “bad” data?  Given the wide variety of formatting choices available to the person who created the resume, it’s simply not possible to have 100% accuracy when a database record is created automatically using a software algorithm.  Sometimes the name will not be found, or the address or phone information will be missing.  This raises the question: how much time should you spend cleaning up these records?  If you have just converted hundreds or thousands of records, this may seem like a daunting task.

For starters, the good news is that these records are already completely searchable.  You can “free form” search the resumes themselves, looking for any combinations of names, locations, and/or words or phrases that will find candidates based on job titles, skills, etc.

Also, when these records were created, RESUMate looked for words and phrases that matched your customized Classification Table, so this very powerful search tool is also available.  So even if some of the records themselves are not perfect, they are nonetheless perfectly searchable, and this was the point to begin with.  Resumes in folders have little practical value precisely because they cannot be searched, and moving them into a database successfully solves this problem.

But let’s turn now to the question of whether and when to clean up records with missing or bad data.  Should you take the time to review and edit all of the records that were created from previously idle resumes, or should you limit this editing step to just those records that were found as a result of a search?

Common sense says that the vast majority of records created from folders that contained “idle” resumes will continue to be idle even after they have been converted into a searchable database.  There is little to be gained from editing all of these records.  In fact, it’s probably a waste of time.

But records that do show up in a search result are well worth editing and RESUMate provides a “mouse only” clean up tool that moves the correct name and contact data from the resume to the corresponding fields in the database record.  Using this tool, it will take less than one minute to make any corrections to the record originally created using the Import Express function.


Finally, RESUMate also offers a simple tool that allows a “quick review” of all of the records that were created in a single batch.   Simply create a common sense Group name for the batch, and Import Express will attach this Group tag to all of the records that are being created.  If you’ve already got folders divided (by job title, geographic area, etc.), you can keep those records together.

If your batch wasn’t that big to begin with, you can always go through the imported records and make them perfect.  But if you’ve got hundreds or thousands of idle resumes, Import Express can unlock them for you with just a few clicks of the mouse.

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