A useful recruiting note identifies the conversation it came from, when the information was stated, and who reviewed it. This context helps a colleague distinguish a current candidate statement from an old summary or an unreviewed draft.
Add a compact provenance block
| Field | Purpose |
|---|---|
| Conversation reference | Connect the note to the approved source |
| Conversation date | Show when the information was stated |
| Note version or update date | Identify later corrections |
| Review status and owner | Show whether the output has been checked |
| Role context | Explain which search the note supports |
Use only references appropriate for the agency's access model. A source link should not bypass permissions or expose a private recording to an unintended reader.
Separate event time from edit time
Fictional example: a candidate discussed availability on Monday; the recruiter corrected a transcription error on Wednesday. Wednesday is the edit date, not a new confirmation from the candidate. Record both accurately if the distinction matters to the workflow.
Similarly, regenerating a summary does not make old information current. If the source conversation is several months old, a new document timestamp should not imply the candidate reconfirmed interest or compensation expectations today.
Keep the reference useful
Where the system supports a source location, link the relevant statement through the approved workflow. If not, provide enough context for the reviewer to locate it. Do not invent timestamps or claim a quote is verified when the source was not checked.
A reference is an aid to review, not a guarantee of correctness. The transcript may itself contain an error, and a clear source can still be misinterpreted.
Test what survives the handoff
Export or transfer a test note and inspect the final destination. Confirm which dates, labels, and links remain. If the destination strips formatting, ensure the provenance remains understandable in plain text.
Use ATS field mapping to specify these details and correction handling for later changes. Recruit Recap produces custom write-ups for recruiter review; this metadata worksheet does not assert specific audit-log, versioning, or timestamp-link features beyond what you verify in your own product workflow.