# Keep source, date, and reviewer context in recruiting notes

A useful recruiting note identifies the conversation it came from, when the information was stated, and who reviewed it.

Canonical source: https://recruitrecap.com/blog/recruiting-note-source-provenance
Author: Recruit Recap editorial team
Published: 2026-10-06T13:45:00+11:00

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](/blog/recruiting-ats-field-mapping-worksheet) to specify these details and [correction handling](/blog/corrected-meeting-notes-ats-update) 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.