Design the record lifecycle
Course overview · 4 min reading + 12 min practice, estimated
Principles and method
Track the source, last meaningful contact, current professional information and preferences. Separate verified facts from old assumptions. Define when a record needs review, becomes inactive or should be removed under the organisation’s retention policy. Record merges must preserve contact restrictions and evidence history. Avoid resetting freshness simply because an automated email was sent. A meaningful refresh confirms information relevant to the pool’s purpose. Restrict access to sensitive notes and do not collect private details to make a relationship appear richer.
Worked example
A candidate last confirmed their location eighteen months ago. An email delivery today does not verify that location. The record remains due for review until the person or an appropriate current source confirms it.
Put it into practice
Create lifecycle states for new, active, review-due, inactive and suppressed records.
Use fictional information and keep your work in your own notes.
Compare your approach: self-review guidance
Define entry and exit conditions for each state. Keep suppression separate from inactivity so an inactive record cannot be reactivated into unwanted outreach by a bulk import.
Sources and further reading
Original Academy teaching and fictional examples. These references provide context, not endorsement. Edition 2026.09; updated 2026-09-24.
- CIPD: Recruitment
Professional context for the recruitment lifecycle.
- ICO: Recruitment and selection
UK guidance. Check its current status and updates before implementation.