Applicant Tracking Systems (ATS) are essential tools for recruiters and HR teams to manage large volumes of candidates. However, one of the biggest challenges in using an ATS is maintaining the accuracy and relevance of the data. Many companies face a significant percentage of outdated profiles in their databases, which can reduce the effectiveness of the recruitment process. But how big is this issue, and what can be done about it?

The Percentage of Outdated Profiles

Research and practical experience suggest that 30% to 70% of candidate profiles in an ATS or database can be outdated. This means that contact information, work experience, skills, or availability may no longer be accurate. The exact percentage depends on factors such as:

  • Database size: Larger databases are harder to keep up-to-date.
  • System management: Regular updates and active follow-ups can improve data accuracy.
  • Industry: In rapidly evolving sectors like IT and technology, profiles become outdated faster than in more stable industries.

Reasons for Outdated Profiles

Several factors contribute to why candidate profiles in an ATS may not be up-to-date:

  1. Lack of candidate engagement: Candidates often have no reason to update their information, especially if they are not actively seeking a new job.
  2. Rapidly changing job market: Candidates frequently change jobs, acquire new skills, or update their contact details without reflecting these changes in the database.
  3. Insufficient recruiter follow-up: Recruiters may lack the time or resources to regularly check in with candidates to update their profiles.
  4. Lack of automation: Many ATS systems do not offer automated features to verify and update profiles.

Consequences of Outdated Profiles

Having a large number of outdated profiles in an ATS can lead to:

  • Wasted time: Recruiters spend time reaching out to candidates who are no longer available or suitable.
  • Lower success rates: Outdated data reduces the likelihood of finding the right candidate.
  • Poor candidate experience: Candidates who receive irrelevant offers repeatedly may develop a negative impression of the company.

How to Keep Your ATS Up-to-Date

Fortunately, there are several strategies to improve the accuracy of your candidate profiles:

  1. Regular outreach: Schedule periodic follow-ups with candidates—every six months or annually—to confirm their availability and update their information.
  2. Automation: Use tools like Actonomy Profiler to update your database with social media information at any time.
  3. Data cleanup: Regularly purge irrelevant or inactive profiles to improve database quality, for example, using the Actonomy Quality Portal.
  4. Incentivize updates: Encourage candidates to update their profiles by offering rewards, such as access to exclusive content or job opportunities.
  5. Feedback loops: Ask candidates during every interaction if their profile is up-to-date. This can be seamlessly integrated into application processes, for instance, through a combination with recruitment marketing automation.

Conclusion

Managing an ATS involves more than just collecting candidate profiles; it requires active maintenance and strategic use of technology. By maintaining regular contact with candidates, leveraging automation tools like Actonomy Profiler, and cleaning up your database, you can significantly reduce the percentage of outdated profiles. This not only leads to a more efficient recruitment process but also improves the experience for both candidates and recruiters.