Track Candidate Document Collection

A candidate documents process should make the request, the evidence, the owner, and the next action visible before a candidate is affected. A record for documents, consent, deadlines, and secure storage.

Set the candidate documents scope

Start by naming the event that creates a record. A record should enter because a defined condition occurred, not because someone remembered to add a task. Record the role, the candidate or request, the source, the owner, and the evidence expected at intake.

The main risk is that a document can be collected without consent or stored in an unapproved channel. A written rule keeps routine coordination separate from selection and hiring judgment. Use a timestamp and source link rather than a later summary.

Capture the evidence

A usable record includes candidate, document, request date, consent, storage, reviewer, and status. Keep the source beside the record so another reviewer can reconstruct what was known and when.

The recruiting coordinator confirms the decision or exception. The recruiting support role can send approved requests, check completeness, and route questions, but it should not fill a gap with an assumption.

Separate preparation from judgment

Decisions about eligibility and selection decisions remain with the authorized owner. Use three labels in the queue: proceed under the written rule, pause for missing evidence, and escalate for a decision.

Apply the labels to real examples. A capable coordinator should know when the next action is preparation and when it is a handoff.

Run the review

Review missing documents, request time, and storage exceptions. Sort by age, owner, and exception reason, and confirm that every open item has a next action.

For example, a candidate sends an identity document by email. The review should show what evidence was available, what question remained, and who owned the next step.

Pilot one workflow

Start with one document type. Test the checklist on a small batch and review exceptions with the owner. Expand only after the workflow produces a reviewable record and a predictable review rhythm.

Explore the related service or continue with a related workflow.