Employee Background Checks and the Internet
Having basic knowledge will help you uncover a successful search.

By Nancy Smith

Poor hiring decisions cause problems for companies of all sizes, from one to 100,000 employees. Background checks are becoming more common as employers look for advantages to avoid making hiring mistakes.

The Internet, with its 762,000 results for the search “employment+background+checks” is a great first place to look, and learn. But while you might think that with today’s technology a centralized, one-stop nationwide criminal checking system should be just a click away, that’s not the case.

Search companies will tell you that the only nationwide system available, the National Crime Information Center (NCIC), is for currently sworn law enforcement officers only. Although many security professionals were once law enforcement officers, and may call on friends and colleagues who have access to the NCIC, the FBI has recently stepped up efforts to prosecute those who use the information for a non-permissible purpose and without proper authority.

Getting Started
Typically, the first step in hiring a background check company online is to set up an account with the company. This can take as little as a few hours to a few days depending on the company. The amount of knowledge your company has about the laws and regulations of background checks is important in determining the type of search company you choose.

For companies with human resource professionals who stay up on the latest laws, an online service that supplies an order form for the different services may be sufficient. Understanding the difference between “instant checks” (generally database checks that may be updated infrequently) and “real time checks” (the most current information available where court records are accessed directly) is critical.

If you need more help in determining what background checks are available, and which would be appropriate, look for a search firm that will consult with you to determine your goals, budget and objectives. Not all checks are equal, and a good search company will advise you on what resources should be used based on the information you want to retrieve. For example, if you want to check for prior embezzlement, a search firm would advise both a federal and county court search.

Getting the Information
The “online” part of doing a background check really comes into play in how you want to submit and receive information about your applicant.
Many companies offer both online and fax service. The benefits of a reputable online screening service are many:

The ability to see the progress with an applicant throughout the process. You might see that your applicant has a criminal offense that will preclude you from hiring him or her, even though the full report is not yet complete. This allows you to move on with your hiring process and the next applicant.

Privacy is greater if the company uses login retrieval processes for reports, versus receiving sensitive information about future employees over a company fax machine. Be wary of companies that provide reports by e-mail. There are many situations of reports going to a wrong e-mail address. You should ask for in-depth information regarding the security of e-mailed reports.

Instant receipt of applicant verification, especially for those working late nights and early mornings is a definite plus. There is nothing worse than waiting for the results of a report, only to find out two days later “we never received your fax.”

If typing applicant information into a Web site is too time-consuming, consider a service that offers the option of faxing in, but with online reporting (and status updates).

Understanding the Process
The difficulty in finding the right online search company is the sheer number out there, and trusting the information that is given.

A Kansas City executive who recently went through two years of testing to find the right online service said the many hidden costs and differences in what is considered a criminal check made the process “a nightmare.”

What are typical “hidden” costs or other surprises?
     County checks may be priced by county. If your applicant lived in six counties in the past seven years, many companies charge six times the county rate.
     Sexual offender checks must be ordered separately from the county or state checks to find registered sexual offenders who committed their crimes elsewhere.
     Federally prosecuted crimes are typically not found with a county or state check.
     In metro areas with multiple counties like Kansas City, each county should be searched for a reasonably thorough background check. Many residents in one county will        
have committed crimes across county lines. The county of residence will not have a record of convictions in neighboring counties.

Defining Your Needs
The best way to begin is to first determine what checks are necessary by talking with your legal advisors, screening companies and human resource professionals.

Once your needs are defined, write a screening policy. List the levels of responsibility needing the various types of checks. Obtain bids from screening companies, being specific in your request by level of responsibility. Don’t hesitate to call your screening company partner to ask questions about reports received, or adverse action requirements. Your company’s safety and well-being may depend upon your understanding the results of a thorough background check.

Nancy Smith is the President of ACS Data Search, a nationwide screening company based in Overland Park, Kan. She may be reached at (913) 649-1771, ext. 113 or visit www.acsdatasearch.com