Resume parsing: Why CV data is biased and what to use instead

TL;DR

• Resume parsing converts free-text CVs into fields for an applicant tracking system, but it also bakes in historical bias and formatting noise.
• Keyword filters reward writing style and networked careers, not skills, and can exclude qualified applicants from underrepresented groups.
• Format quirks, multiple file types and multilingual CVs make parsed data unreliable, which slows the hiring process and frustrates hiring managers.
• Shift your screening to structured, skills-first evidence: measuring skills with consistent science-backed interviews and blind early review.
• Use AI carefully: choose explainable scoring, audit pass-through by stage and keep humans accountable for hiring decisions.
• Sapia.ai can run structured, blind AI interviews with explainable scoring and real-time scheduling, so you assess skills at pace while reducing bias.

What is resume parsing software?

Most teams meet resume parsing when their applicant tracking system promises to save time. In plain terms, resume parsing means turning an unstructured document into a structured format. The parsing software scans for contact details, job title, employer, education, work history and skills, then drops that information into database fields so recruiters can search by relevant keywords and match candidates to a job description.

That is the idea. In practice, the resume parsing process introduces errors and amplifies bias because the data it extracts depends on how the resume is written, formatted and labelled. A well-formatted resume in a simple text file may parse cleanly. A stylised CV with columns, PDF artefacts or multilingual sections may confuse ATS software and resume parsing tools, which leads to bad matches and missed people.

How a resume parser works, and where the bias creeps in

Before we look at better options, it helps to understand the mechanics.

A short scene-setter helps the technical detail land.

The common resume parsing techniques

Most resume parsing software uses a mix of:

• Keyword or rules-based extraction: looks for desired keywords and labels near them, such as “Experience”, “Education”, “Skills”.
• Statistical or machine learning extraction: predicts field boundaries from patterns in large CV datasets.
• Grammar or entity-based extraction: uses natural language rules to identify entities like dates, institutions and job titles.

Each technique improves speed, but all are sensitive to the resume’s format, language and vocabulary. That sensitivity is exactly where bias enters.

Sources of bias in resume parsing tools & CV data

You do not need a PhD in artificial intelligence to spot the issues.

• Keyword proxies. If the parser or ATS software ranks by relevant keywords that mirror past hiring, you reward pedigree and certain writing styles. A candidate who has the skills but does not use the preferred phrasing falls down the list.
• Formatting and file type noise. PDFs with complex formatting, graphics and columns can break entity detection. So can CVs in various formats, with non-standard section headings or mixed languages. The result is missing fields and inaccurate data that hide qualified candidates.
• Name and network leakage. Even if your CV parser does not read demographic fields, work history can leak signals about socioeconomic background or nationality. Filters trained on historical data may prefer particular institutions or employers.
• Language and region bias. Multilingual resume parsing is imperfect. The same skill described in a different language variant or cultural context may not map cleanly to your required skills.
• Over-weighting the past. Parsing tools elevate years of experience, job title inflation and tidy career paths. People with non-linear paths, career breaks or self-taught skills are penalised, even when they are the most qualified applicants.

Put simply, parsing resume data often measures how someone writes about their work, not whether they can do the work.

Why relying on parsing slows decisions

The promise is speed. The outcome is often more manual work.

• Cleaning inaccurate data. Recruiters spend time fixing fields and re-scanning documents when resume parsing fails.
• Over-filtering good people. Strict keyword screens reject qualified candidates who use different terms, which increases time to hire and frustrates hiring managers who want a stronger shortlist.
• Gaming the system. Candidates learn to stuff their resumes with desired keywords to match them against automated rules. That inflates noise and reduces the link between CV and actual capability.

If your first mile depends on a resume parser, meaning “the single gate”, expect a weaker pipeline and lower confidence in early decisions.

What to use instead of resume parsing as your primary screen

You do not need to throw away resumes entirely, but you should shift the first decision to direct evidence. That is how you reduce bias and improve accuracy.

A short line helps the change feel manageable.

1) Structured, mobile-friendly first interview with accurate data

Invite every applicant to answer the same job-relevant questions in writing, scored against a clear rubric. Keep time limits flexible, make the instructions plain, and align prompts to the real work. This replaces guesswork about a document with comparable evidence.

Sapia.ai’s chat-based AI Interview product runs this step on mobile with explainable scoring aligned to your behavioural anchors, then hands decisions to humans. It integrates with interview scheduling so shortlisted candidates can move quickly to the next step.

Useful links to place naturally:

2) Short work samples that mirror the job

Replace generic CV filters with a small task that maps to the role. Examples: draft a customer response, prioritise five tickets, outline a safe shift handover, or interpret a mini-data table. This allows you to evaluate candidates on observable skills rather than the presence of desired keywords.

3) Blind early review to get the most qualified candidates

Hide names, addresses and schools in the first pass so unconscious bias has less room to operate. Review structured responses and work samples against the rubric before you ever see a resume.

If you’d like to take a deeper look into some specific case studies, Sapia.ai has a range of e-books below:

• Gender bias research
• Disability inclusion ebook
• Humanising hiring

4) Use resumes as supporting context, not the gate

For roles where prior experience is relevant, once you have evidence from the initial AI interview, a resume can help confirm work history and focus the live conversation. Do not let the document decide who is seen. Let it inform the interview, not filter it.

5) Audit the funnel, not just the CV

Track pass-through by stage and demographics, where lawful, time to offer, and acceptance. If underrepresented groups start strong at application but disappear at your screen, the problem is in your first step, not your sourcing.

Common objections, answered

Stakeholders will raise practical concerns. Here is how to respond without jargon.

• We need the data for search. Keep parsed fields for later sourcing, but do not use them as the first decision. Skills evidence comes first.
• Parsing saves time. It only saves time if it is accurate and fair. A structured first step removes manual fixes and improves shortlists so hiring managers spend less time interviewing the wrong people.
• Legal needs CVs on file. If using an automated first-screen, that data will be stored and accessible – along with explainable scores that are more defensible than CVs. 
• We hire at large volumes. Structured questions scale better than reading thousands of resumes. They also support consistent evaluation across sites.

When parsing is unavoidable, make it safer

If your ATS or HR systems require parsing, reduce the harm.

• Prefer simple formats for uploads and tell candidates what works best.
• Avoid hard keyword cut-offs. Use them as search hints, not rules.
• Review multilingual resume parsing outcomes separately and adjust rules for regional vocabulary.
• Sample parsed records each week for accuracy and correct obvious failure modes.
• Never filter by personal details. Remove fields that can leak protected attributes at the decision point.

Quick checklist for leaving the CV behind.

It’s always good to keep a checklist in mind when going beyond the CV. These tips should help:

• Publish a clear job description with three to five must-have skills.
• Offer a structured, mobile-first interview for all applicants with consistent prompts.
• Add one short work sample tied to the role.
• Blind early review and score against a rubric.
• Schedule interviews in real time, keep notes focused on evidence, and close the loop.
• Measure completion, pass-through by stage and acceptance.
• Share a one-page report monthly and adjust one element at a time.

Concluding thoughts on parsing in the recruitment process

Resume parsing promises speed, but it often amplifies bias and hides capable people behind formatting and vocabulary. The safer and more accurate path is to move the first decision from documents to evidence. Structured questions, small work samples and blind review give you comparable signals about skills, reduce noise from parsing, and build a fairer, faster hiring process that delivers stronger shortlists for hiring managers.

If you want to see how a structured, mobile-first hiring tool could replace keyword filters and improve your outcomes, book a Sapia.ai demo. You will keep people in charge of decisions, lift fairness, and move at the pace your candidates expect.

FAQs about resume parsing software

About Author

Buddhi Jayatilleke