In this Tech Careers Q&A Robbie Miller Kaplan, a resume specialist at Vienna-based Kaplan and Associates, discusses the perils of sending your resume through the scanner and how you should use your resume effectively to get that high-tech job.

As the author of Resume Shortcuts and Sure-Hire Resumes, Second Edition (June 1998 publication), she has extensive experience in preparing resumes for the idiosyncrasies of today's high-tech human resources office.


Q: What is the difference between a scannable resume and an electronic one?

Robbie Kaplan: A scannable resume is either a paper or electronic resume that is created to meet the needs of specific job requirements. It will be read by "computer eyes," and the information will be stored in a computer-based applicant tracking system that matches resume data to job requirements, selecting job candidates whose credentials best meet the job qualifications. Electronic resumes are either conventional or scannable resumes that are reformatted in plain text (ASCII) and sent via electronic mail to potential employers.

R.K.: More and more companies are looking to computer-based applicant tracking systems to handle the increasing flow of resumes. These systems are expensive, so job seekers will find them used most often by large organizations, including Fortune 1000 companies and federal, state, and local government – for example, the CIA and Fairfax County government. Smaller organizations, often in the high-tech industry, often use resume scanning services through outsourcing. It is crucial that job seekers check with any organization of interest to determine whether they need to prepare a scannable resume.

R.K.: It may be helpful to ask the human resources department not only whether they use a scanning system, but which one they use. Job seekers can check out the Web sites of the two major systems, Resumix and Restrac, for guidelines.

R.K.: Large volumes of resumes are scanned into computer-based applicant tracking systems. Optical Character Recognition (OCR) software reads and identifies all information. The computer then creates an ASCII text file and stores the data. When the organization has a job opening, the computer is set to search for keyword matches that make up the job requirements. The computer searches the database and identifies the strongest matches for the job specifications. The more keywords in an applicant's resume, the more likely that resume will make the preferred candidate list.

R.K.: Save your resume as a new file in ASCII text. Use a fixed-width font (such as Courier), align all text to the left and remove all special effects. Resumes that forward effectively through electronic mail systems are plain text with enough spacing to be read easily.

R.K.: Keywords are technical, industry and skill terms that indicate a job applicant's skills, abilities, experience, education, professional licences, certifications and affiliations. They are common words in a job seeker's occupation or industry. The more keywords in a resume, the better likelihood of a match. Redundant use of the same keywords does not help in the selection process. Technical applicants should be creative in using synonyms and statements; for example, include "dBase, Paradox and FoxPro" in one section and "three years of experience with PC-based relational databases" in another.

R.K.: Older workers should identify all the technical experience they have even if it is outdated. Chronological resumes scan best but if the job seeker is concerned about the dates of employment, they may need to use a functional resume format. Updated technical skills, through formal courses or self-study, will increase their marketability and demonstrate their interest. High-tech job fairs offer excellent opportunities to meet potential employers, distribute resumes and get feedback on how to best meet employer qualifications.

R.K.: Recent college grads with liberal arts majors need solid experience and problem-solving, analytical, communication and people skills to gain entry into technology companies. Organizations are looking for grads who are risk takers and can demonstrate maturity and initiative along with a diverse track record highlighting contributions and achievements. Leadership and teamwork are looked for and can be demonstrated through educational leadership experiences.

R.K.: Many people are finding success posting their resumes on the Web. But job seekers need to be careful. Anyone, anywhere can read (or copy) your resume – including your current employer, recruiters and other job applicants. If you choose to post your resume, it is best to only include your electronic mail address and not your home address and phone number.