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The City of Toronto uses the latest technology to store
and retrieve resumés electronically. The system we use is called Resumix. Resumix
can store images of scanned resumés and attachments such as cover
letters, certificates, etc. that are submitted by either mail or hand delivery.
Preparing a scannable resumé
is
easy. Like the traditional style resumé, you focus on format and content. Send
us a clean original resumé and use a standard style resumé format. This will help us
to scan it into Resumix..
Please note, resumés,
cover letters etc. submitted using our on line application form or via fax are
submitted directly into our database without having to be scanned.
By using this latest technology, we scan your paper resumé into a computer system so you might be considered for many different
types of jobs.
How
Resumix works
Your resumé is
scanned into the computer as an image. Resumix looks at the image to
distinguish every letter and number (character) and creates a text file. Then
artificial intelligence "reads" the text and extracts important
information about you such as your name, address, phone number, work history,
years of experience, education, and skills.
Why
is it important to know this?
When you
prepare a hard copy resumé for the computer to read, you want it to be "scannable."
A scannable resumé is clean so that the scanner can get a clean image. A
scannable resumé has standard fonts, and crisp, dark type such as a laser
printer or a typewriter with a new ribbon would produce - so the computer can
recognize every letter. A scannable resumé has plenty of facts for the
artificial intelligence to extract - the more skills and facts you provide,
the more opportunities you'll have for your skills to match available
positions.
Information in Resumix is
used by City of Toronto, Human Resources consultants for staffing purposes.
By using the following
guidelines, your resumé can be accurately scanned into our document imaging
system.
Why
prepare a scannable resumé?
The computer
makes it easier for you to be considered for more jobs. It can search for just
about anything in your resumé. You may be qualified and considered for jobs
you never thought of.
A scannable resumé will:
- maximize the computer's
ability to "read" your resumé
- maximize your ability
to get "hits" (a hit is when one of your skills matches the
computer search)
Format
Preparing a
scannable resumé is easy; like the traditional style resumé, you focus on
format and content.
To maximize the computer's
ability to read your resumé, provide the cleanest original and use a standard
style resumé.
The computer can extract
skills from many styles of resumés such as chronological (list and describe up
to six jobs in order, by date), achievement (describe achievements rather than
job titles), functional (organize by skills rather than job titles) and
combinations of resumé types.
| The most
difficult resumé for the computer to read is a poor quality copy
that has an unusual format such as a newsletter layout, adjusted
spacing, large font sizes, graphics or lines, type that is too light
or paper that is too dark. |
Tips
on making your resumé scannable
- use white or
light-colored 8 1/2 x 11 paper printed on one side only
- your name must be at
the top of the page on its own line (your name can also be the first text
on pages two and three)
- list each phone number
on its own line
- use the standard
address format below your name
- provide a laser-printed
original, if possible
- typewritten original or
high quality photocopy is okay
- avoid using dot matrix
printouts and low quality copies
- do not fold or staple
your resumé
- use standard fonts such
as Helvetica, Futura, Optima, Universe, Times New Roman, Palatino, New
Century Schoolbook or Courier
- use a font size of 10
to 14 points (avoid Times 10 point font, as it is too small)
- don't condense the
spacing between letters
- for section headings
use bolding and/or all capital letters, as long as the letters don't touch
each other
- avoid fancy formatting
styles such as italics, underline, shadows, and reverse (white letters on
black background)
- avoid vertical and
horizontal lines, graphics and boxes
- avoid two-column format
or resumés that look like newspapers or newsletters
- try not to exceed three
pages for your resumé
Content
When external applications
are needed, a staffing consultant will perform a search using the resumé database. The computer searches for key words in your
resumé. You may need to
update your resumé to add a few key words to increase your opportunities for
matching requirements or getting "hits".
Staffing consultants
access the resumé database in many ways. They can search for your resumé specifically or search for applicants with specific experience. When searching
for specific experience, they will search for key words, usually nouns such as:
- writer
- BA
- marketing collateral
- Society of Technical
Communication
- French (language
fluency)
Make sure you describe
your experience with concrete words rather than vague descriptions. The
computer system will even extract the words and information from sentences
contained in your resumé!
Tips
for maximizing "hits"
- use enough key words to
define your skills, experience, education, professional affiliations, etc.
- describe your
experience with concrete words rather than vague descriptions. For
example, it's better to use "managed a team of software
engineers" rather than "responsible for managing,
training..."
- be concise and truthful
- use more than two pages
if necessary. The computer can easily handle multiple-page resumés, and it
uses all of the information it extracts from your resumé to determine if
your skills match available positions. It allows you to provide more
information than you would for a human reader
- use jargon and acronyms
specific to your industry (spell out the acronyms for human readers)
- increase your list of
key words by including specifics, for example, list the names of software
you use such as Microsoft Word and Lotus 1-2-3
- use common headings
such as:
- objective
- experience
- education
- employment
- work history
- positions held
- skills
- summary of
qualifications
- accomplishments
- certificates
- licenses
- affiliations
- languages
- etc.
If you have extra space,
describe your interpersonal traits and attitude.
Resumé
tips
Some people
may want to have two versions of their resumé:
- One for the computer to
read with a scannable format and detailed information. Send this one to
us.
- One for people to read,
possibly with a creative layout, enhanced typography, and summarized
information. Carry this one to the interview.
When faxing your resumé,
set the fax to "fine mode"; the recipient will receive a better
quality copy.
Additional
information
- The
Electronic Resumé Revolution
written by Joyce
Lain Kennedy and Thomas J. Morow PhD.,
Wiley Publishers, 1994
- The
Electronic Job Search Revolution
written by Joyce
Lain Kennedy and Thomas J. Morow PhD.,
Wiley Publishers, 1994
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