What is Data Scrubbing in Recruitment and How Can It Improve Your Hiring Process?

Data scrubbing, the process of cleaning and organizing business data, is a critical yet often overlooked component of an efficient recruitment strategy. For HR professionals and recruiters, maintaining a clean Candidate Relationship Management (CRM) system or Applicant Tracking System (ATS) is fundamental to reducing time-to-hire, improving the quality of hires, and ensuring compliance. Based on our assessment experience, a well-scrubbed recruitment database can directly lead to a more streamlined hiring process and better talent acquisition outcomes.

Why is Clean Recruitment Data So Important?

In recruitment, data comes from various sources: job boards, career sites, social media, and employee referrals. This data is frequently subject to human error, duplication, and becomes outdated quickly as candidates change jobs or contact information. A database clogged with irrelevant profiles, incomplete applications, or duplicate entries slows down the candidate screening process, making it difficult to quickly identify top talent. Clean data ensures that every search for a "Java Developer in New York" returns accurate, relevant, and actionable results, saving recruiters valuable time and resources.

Who is Responsible for Scrubbing Recruitment Data?

The responsibility for data scrubbing can fall to different roles. In larger organizations, a dedicated HRIS (Human Resources Information System) analyst or a recruitment operations specialist might manage this. In many small to medium-sized businesses, however, the task often falls to recruiters, talent acquisition specialists, or the general HR department. Regardless of who performs the task, its importance is universally recognized. Companies that must comply with data privacy regulations like GDPR (General Data Protection Regulation), especially those operating in sectors like finance or technology, place a high priority on regular data scrubbing to maintain compliance and protect candidate information.

How to Scrub Your Recruitment Data in 7 Steps

Implementing a consistent data scrubbing process is key to maintaining an effective recruitment database. Here is a step-by-step guide based on standard industry practices:

1. Access Your Recruitment Database: Begin by logging into your primary data repository, which is typically your ATS or CRM. Decide on a logical scope for your scrubbing session—for instance, focusing on candidates who haven't been contacted in over two years or cleaning up data for a specific role you're hiring for.

2. Identify Inconsistencies and Errors: Meticulously scan the data set for common issues. These include incomplete profiles (missing phone numbers or LinkedIn URLs), incorrectly formatted data (phone numbers without country codes), outdated information (candidates who now list a different title on their LinkedIn profile), and blatant duplicates.

3. Cross-Reference with External Sources: To verify accuracy, cross-check candidate information against professional networks like LinkedIn. This step confirms employment history, current position, and contact details, ensuring your amendments are correct.

4. Update Outdated or Incomplete Records: Begin making careful amendments. Update job titles, add missing skills, and correct email addresses. Most modern ATS platforms allow you to track changes, which is recommended for auditing purposes.

5. Remove Redundant and Duplicate Entries: Delete records that are no longer useful, such as candidates who have unsubscribed or profiles created in error. Use your ATS's deduplication feature to merge identical candidate records, preserving the most recent activity.

6. Validate the Changes: Once updates and deletions are complete, review the dataset again. A second review by a colleague can help catch any missed errors and provide peace of mind that the data is now accurate.

7. Save and Schedule the Next Scrub: Always save your work. More importantly, establish a regular scrubbing schedule—whether quarterly or bi-annually—to prevent data decay from accumulating again.

What Are the Key Benefits of Data Scrubbing for Recruiters?

The investment in regular data scrubbing yields significant returns for the talent acquisition function:

• Improved Sourcing Efficiency: Recruiters can find qualified candidates faster with accurate search results, directly reducing time-to-fill metrics.
• Enhanced Candidate Experience: Communication is improved when emails don't bounce and messages reach the right person, which strengthens your employer branding.
• Informed Decision-Making: Accurate data allows for better reporting on source of hire, time-to-hire, and other key recruitment metrics, enabling data-driven strategy adjustments.
• Higher Data Utility and Compliance: A clean database encourages recruiters to use the ATS more effectively, knowing the information is reliable. It also ensures compliance with data retention and privacy laws.

In summary, a proactive approach to data scrubbing is not an administrative chore but a strategic recruitment activity. By implementing a regular schedule, leveraging automation where possible, and focusing on data accuracy, organizations can significantly enhance the efficiency and effectiveness of their entire hiring process.