Black Collegian Career Center

A scannable resume is created when your paper resume is electronically scanned or "read" by an employer's computer and stored in a database as a computer file. An online resume is one you create using word processing software and e-mail or post on the Internet. Each type of resume requires attention to particular guidelines.

Many companies now use electronic scanners to help process resumes they receive through a system called "automated applicant tracking." Once a hard copy of your resume is scanned into a computerized database, an employer can use a software program to search for keywords to match your qualifications to specific job requirements.

There are several design points that can help get your resume noticed. First, keep it simple! Scanners respond best to clear, concise language and simple layouts. Avoid fancy fonts and formatting that may not scan properly into a computer system. If the computer can't read it, your resume will be lost in cyberspace. Also, use relevant keywords. These keywords must coincide with specific job requirements. Use nouns rather than verbs; keywords tend to be nouns or noun-phrases. For example, use "project supervisor" rather than "supervised project." To become familiar with good keyword descriptors, check classified ads, review job descriptions, or talk with members of professional associations in your field.

A scannable resume offers several advantages over paper resumes. Once your electronic resume is in a database, it can be retrieved easily during a keyword search. This serves you better than a paper file sitting idly in a filing cabinet, where personnel representatives must wade through stacks of other resumes to finally, hopefully, come across yours. Your scanned resume also remains in the database for an extended duration, making it available for consideration for a variety of openings over time.

An online resume allows you to use the Internet as another resource to gain exposure and assist you in your job hunt. Job seekers can e-mail or post their resumes online via company home pages, resume banks, professional association home pages, classified ads, bulletin board services and news groups. Employers can also post job announcements by using many of the same mediums and can search resume banks for potential employees. To develop an online resume, create it using word processing software, then save it as a generic "ASCII" text file. ASCII text is a universal text language, which allows different word processing applications to read and display the same text. This type of text is simply words; there are no formatting mechanisms such as fonts, margins, graphics or tabs. Each word processing software (like WordPerfect or Microsoft Word) saves files in its own format, making it difficult to send information if you don't know which program the receiver uses. ASCII text enables your document to be retrieved and reviewed by prospective employers using e-mail or the Internet, no matter what kind of computer applications they use.

There are several advantages to e-mailing your resume. First, it saves money on processing and postage. Also, your resume will end up in the same type of computerized database where the scanned paper resumes are stored. As with the scanned resume, this allows your resume to be accessible during keyword database searches. Additionally, by e-mailing your resume, you exhibit your understanding of technology and make a positive first impression.

Resume banks are another online venue where job seekers can display resumes. These services act as an intermediary, matching applicant qualifications with employer needs. Some of these services are free, while others are fee-based. Some resume banks require you to fill out a form, or they furnish software to enter your qualifications instead of accepting your version. Make sure the resume bank includes the type of employers you want to reach. Find out about the competition in its talent pool. The larger and better qualified the talent pool, the greater chance employers will search a particular resume bank. Ask if the service can provide you with feedback and the number of times your resume was looked at or selected for review.

Don't forget confidentiality! Information transmitted electronically is like sending a postcard. Every word is available for anyone to read. Consider your current employment status and whether your job search must remain under wraps. Before deciding on a particular resume bank, find out what security measures it offers. Some charge extra for confidential service. Some replace your name with a number, and your current employer's name also can be removed. If you are e-mailing your resume to one of these services or posting your resume to a Web site, consider witholding your phone numbers, home and business address. These can be mailed with a list of references after you've been contacted by an interested employer.

Traditional paper resumes are still useful. Some employers don't use computer scanning yet. If you're wondering how to submit your resume, contact employers to inquire if they use an electronic applicant tracking system. Also, online resumes with ASCII text have a bland appearance, so it's a good idea to have a fully formatted, more aesthetically pleasing hard copy of your resume for follow-up purposes, like interviews.

Maribeth Gunner, MS, Ed is Career Resource Coordinator/Academic Advisor at Regents College, based in Albany, N.Y. Founded in 1971, Regents College is the nation's largest virtual college with 83,000 graduates and has been accredited since 1977 by the Commission on Higher Education of the Middle States Association of Colleges and Schools.