XML and HR-XML (Extensive Markup language)

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XML (Extensible Markup Language) is a standardized data format for structuring, storing, and transporting information between systems.

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What are XML and HR-XML (Extensive Markup language)?

  1. XML (Extensible Markup Language): XML is a markup language that provides a standardized format for structuring and storing data. It is designed to be flexible, easily readable by both humans and machines, and can be used for a wide range of applications, including document exchange, data storage, and data representation.
  2. HR-XML (Human Resources Extensible Markup Language): HR-XML is a set of standardized data definitions and guidelines for representing human resources information in XML format. It provides a common language for exchanging HR data between organizations and HR technology systems, enabling efficient and accurate data exchange and integration. HR-XML is used in a variety of HR processes, including applicant tracking, resume management, employee information management, and compensation and benefits administration.

Main features of XML and HR-XML (Extensive Markup language):

  1. Main Features of XML:
  • Hierarchical Structure: XML allows data to be organized in a hierarchical structure, with nested elements that can describe the relationships between data elements.
  • Validation: XML provides the ability to validate data against a set of rules defined in a document type definition (DTD) or schema, ensuring that data is accurate and conforms to a specified format.
  • Platform and Application Independence: XML data can be used on any platform and in any application, making it an ideal choice for data exchange and integration between different systems.
  • Human Readability: XML data can be easily read and understood by humans, making it easier to debug and maintain.
  1. Main Features of HR-XML:
  • Standardized Data Definitions: HR-XML provides a standardized set of data definitions and guidelines for representing HR information, allowing for consistent and accurate data exchange between systems.
  • Interoperability: HR-XML enables interoperability between different HR systems, reducing data integration costs and increasing efficiency.
  • Improved Data Quality: By using standardized data definitions, HR-XML helps improve the accuracy and quality of HR data, reducing the risk of errors and improving data-driven decision-making.
  • Improved Data Privacy and Security: HR-XML provides a secure and private means of exchanging HR data, protecting sensitive information, and reducing the risk of data breaches.

What are the types of XML data?

  1. Element data: The main type of data in an XML document, consists of information contained within the opening and closing tags.
  2. Attribute data: Additional information about an element, specified within the element’s tag in the form of name-value pairs.
  3. Processing instructions: Instructions for the XML processor on how to handle the data, indicated by a target and data in angle brackets.

HR-XML standards enable seamless data exchange between HR systems : reducing integration complexity and improving workforce data accuracy. Using objective assessments and a structured hiring plan drives improvement, helping organizations attract and retain top talent.

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Frequently asked questions

XML (Extensible Markup Language) is a standardized data format for structuring, storing, and transporting information between systems. HR-XML (now part of HR Open Standards) is a set of XML schemas specifically designed for HR data exchange : enabling different HR systems (ATS, HRIS, payroll, benefits platforms) to share data in a standardized format. HR-XML defines the structure for resume data, job postings, employment data, and other HR information interchange.

HR technology ecosystem complexity: most organizations use multiple HR systems that must exchange data : ATS sends new hire data to HRIS, HRIS sends payroll data to the payroll processor, benefits systems exchange enrollment data with carriers. Without standardization, each integration requires custom development. XML and HR Open Standards reduce integration complexity, cost, and error rate by defining common data structures that systems can interpret without custom mapping.

HR Open Standards is a nonprofit organization that maintains standardized schemas for HR data exchange. It defines XML-based data formats for: recruiting (job postings, candidate profiles, interview schedules), talent management (competencies, skills, performance data), payroll (employee compensation data), benefits administration (enrollment transactions), workforce data (timekeeping, scheduling), and background checks. Vendors that adopt HR Open Standards reduce implementation time for customer integrations significantly.

Typical XML data flow: an ATS exports a new hire’s profile in HR Open Standards XML format; the HRIS imports that XML, parsing the structured fields to create the employee record automatically; payroll receives an XML payload with compensation and deduction data; the benefits platform receives an XML enrollment file. Each step uses standardized field definitions so receiving systems know how to interpret incoming data without manual mapping. Modern REST APIs using JSON have largely replaced XML in new integrations, but XML remains prevalent in benefits and payroll data exchange.

XML file exchange: HR systems export data files in XML format on a schedule (daily, weekly) : batch processing with potential for data to be out of sync between updates. REST API with JSON: HR systems exchange data in real time through API calls : enabling immediate synchronization when data changes. Modern HR technology increasingly uses APIs for real-time integration while XML file exchange remains common for legacy systems (particularly in benefits and payroll where established standards are XML-based). New HR technology buyers should prefer API-first platforms.

HR-XML defines a standardized format for resume data (‘Resume’ or ‘Candidate’ schema) that enables ATS platforms to parse and exchange resume information consistently. Fields include: personal information, employment history (with standardized date and description formats), education (with standardized degree and institution fields), skills (mapped to standardized skill taxonomies), and certifications. Standardized resume XML enables better data portability when organizations switch ATS vendors and enables more accurate matching algorithms that operate on structured data.