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Scannable Resumes Resumes   

Employers are often inundated with resumes. To effectively manage a large candidate pool, more companies are now utilizing Electronic Applicant Tracking Systems that use imaging technology to scan, organize, store and retrieve resumes in an internal database. Resumes are scanned in as images and then “read” by OCR (optical character recognition) software. Screening is done by a keyword search. This document is designed to help you prepare a “scannable friendly” resume so that important information including education, work experience and computer skills can be extracted from the database. Not all scannable technology is the same. However, the more you abide by these “rules,” the more you decrease your chances for misinterpretation and error, and increase your chances for “hits.” Your resume is then typically forwarded electronically to the person with hiring authority.

STYLE
Avoid boldface, italicizing, script, shading, graphics, borders, and underlining. Use asterisks, not bullets.  A scannable resume is clean with crisp characters so that the OCR can recognize every letter. When your resume is being scanned, it is designed to read text, not graphics. Do not use horizontal or vertical lines.  Computers will try to read lines and may blur them into characters.  Vertical lines may be confused with the letter “I.” Omit parentheses or brackets around any telephone area codes. Use 10-14 point common sans serif fonts such as Helvetica, or use clean popular serif fonts like Times Roman or Palatino as a second choice. Avoid compressing spaces between letters. Use spaces between lines as frequently as possible. Use a traditional reverse chronological resume format that avoids complex layouts, tables or columns.

SUBSTANCE
Your name should be the first line. Avoid styles such as “Joe Sienna, 123 Main Street, Palos Hills, IL 60465, 777-5565.” A keyword “summary” paragraph at the top of your resume can identify important relevant skills and qualifications.  

Skill-Focused Nouns. With scannable resumes, computers search on descriptive nouns such as manager, marketing, promotion, engineer and management as opposed to verbs such as managed, assisted, coordinated, and organized. Also, avoid slashes: “design/develop.” The more facts you include, the more chances your skills will be matched to available positions. Many scanning systems are programmed to understand standard abbreviations such as AAS, BA, BS, MS, MBA and PhD.  

Maximize Use of Industry Jargon and Abbreviations. It is logical to assume recruiters will instruct the search engine dictionary to pull up keywords specific to the job opening and field when trying to fill a position. Use specific buzzwords in your career field such as LAN (Local Area Network), CAD (Computer-Assisted Design), Lotus and systems integration. Include computer software and hardware skills, degrees, majors, GPA, job titles, employers, accomplishments and honors. Think about what are the essential characteristics required for the job: education, experience and skills. The more buzzwords you have, the more likely your resume will get selected.

PRINTING AND PAPER
Always send a standard 8 ½” x 11” original laser printed resume which produces a sharper image for the scanner. Never use a nine-pin dot matrix printer. Use a one-page format. If you have more than ten years experience, consider using a second page, but make sure your name is at the top on all pages. For best contrast between the ink and paper, use black ink on high-quality white paper.  Off-white or ivory paper is acceptable.  

SENDING AND PACKAGING
Faxes or overcopied resumes are more difficult to read. If faxing is a must, set the fax machine on “fine mode” rather than on “standard mode.”  Always use a paper clip; staples in your resume may cause the pages to stick together. Do not fold your resume, because if a crease lands across a line of text, it will confuse the scanner. Send your resume in a large, flat envelope, ideally with a sheet of cardboard to keep it neat. If you are unsure whether the employer scans resumes, you can inquire or consider sending two resumes that have small removable Post-It Notes. Indicate one is a “Scannable Resume” and the other is a “Hard Copy Resume.”   
Source:  Union College Career Development Center.

SAMPLE SCANNABLE RESUME

Jane E. Sienna
315 Elm Street, Apt. B
Oak Lawn, IL 60453
708-555-1212
Sienna@email.com

Summary 
Human resources and computer experience; strong organizational, interpersonal skills

Education  
Moraine Valley Community College  
A.A.S. in Business Administration, cum laude, May 2001.  GPA:  3.5  
Dean’s List 1999-2000

Relevant Experience  
Human Resources Intern, General Electric, Chicago, IL, Winter Break 2000  
Organizer for coordination of internship program in Midwest region  
Assisted manager with revision of COBRA benefits package system. Observer of labor contract negotiations over salary and vacation issues. Developer of brochure introducing programs offered by Personnel Office.
Vocational counselor, Berkshire Center, Pittsfield, IL, Summer 2000 Advisor for individuals on job-hunting strategies  
Presenter to classes on: resume writing, filling out applications and interviewing.

Activities
Treasurer, Psychology Club, 2000-present  
Monitor of annual budget of $1,000 for activities throughout term  
Fundraiser, Ronald McDonald House, 1997-1998  
Organization of campus-wide project raising $3,000 through one-day event  
Member, Soccer Team, 1999-present

Additional Experience
Waitress, Milano’s, Orland Park, IL 1998-99  
Store Clerk, CVS, Lee, IL, Summer 1997

Computer Skills   
Microsoft Word, WordPerfect, Lotus 123, PageMaker, HTML, Excel, WWW, E-mail
Sources:  Electronic Resume Revolution, by J.L. Kennedy; RESUMIX, Inc.; University of Maryland College Park Career Center.