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Technology is rapidly changing the face of traditional job searching, as many larger employers use computerized applicant tracking systems to scan (i.e., read) incoming resumes. This technology has forced us to re-think the way we write and design resumes, since our audience (at least initially) is a computer – not a human being! Electronic resumes fall into several categories, but in this article, we're focusing on the scannable "hard copy" resume.

In the late eighties, a study conducted by Peat Marwick revealed that approximately one-half of all medium and large companies used scanning (OCR) technology to pluck data from resumes for future sorting, categorization and retrieval. These systems are not only used by employers, but by executive search firms and Internet resume databases. Currently, the majority of large corporatations are using some form of this technology.

So how do we make sure that the resumes we create are computer-scannable? And what's the difference between a regular resume and a scannable resume?

Basically, a scannable resume is a text-focused (as opposed to design-focused) document. It has a very simple layout with no visual “distractions” to confuse the computer scanning system. If you follow the guidelines below, you can quickly convert your traditional resume into a computer-friendly format:

Change the typeface to Arial or Helvetica (10-14 point type)

Print the resume on white (or very light) paper
Use a high quality / high resolution laser printer
Eliminate all underlining, italics, and graphics
Submit an unfolded original (printed on standard size
paper, one side, black ink)
Do not use columns or tables

Include a keyword-loaded qualifications summary

Last but not least, always place your name at the top of the page, since scanners assume that whatever is at the top is your name. If your resume extends beyond one page, place your name and a “page two” designation on the second page, and attach with a paper clip – no staples.

Multiple columns, newspaper-style layouts, landscape printing, and designer fonts are all on the “no-no” list. Unfortunately, scanning systems have different capabilities, so it's difficult to make recommendations that will apply to all of them. Some can read almost anything and others are baffled by bold text. So, unless you know the specific limitations of the system, eliminate all typographical enhancements. (Bolding is almost always okay, but to be safe, it's a good idea to add extra letter spacing to bolded words.)

Avoid faxing your resumes to recruiters and employers, since faxing substantially degrades text and reduces the number of readable keywords. However, some employers use OCR-capable equipment that can “read” faxed resumes, so in these cases, faxing is okay. If in doubt, back up the fax by sending a hard copy in the mail – or an ASCII version via e-mail.

 



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Author's Note

I wrote the original version of this article for the Professional Association of Resume Writers' newsletter, PARW Spotlight, back in the mid 90s. My recommendations – along with the technologies – have changed a bit over the years, but the scenario I described in 1994 has indeed become a reality:

Picture this: Instead of circling ads in the Sunday paper, you turn your computer on, log in to an Internet job bank and type in the appropriate keywords. Within seconds, your computer screen displays a list of job leads that have been selected to meet your specific requirements. With another couple of keystrokes, your e-mail resume is transferred to potential employers – no paper, no stamps, no delays!

– Pat Kendall