The decision to choose a background screening provider carries immense weight, especially in today’s landscape. With constantly shifting background check laws, expanding regulatory oversight, and an increase in applicants misrepresenting themselves, finding the right vendor to conduct background screens for your candidates is crucial. However, it is not just about complying with regulations and legislations. Both vendors and employers must prioritize creating a positive experience for job applicants. A negative application process can deter top candidates and negatively impact an organization’s brand.
Background Screening Provider Compliance
Experts universally recommend beginning any selection process by verifying that a background screening provider is accredited by the Professional Background Screening Association (PBSA). This accreditation guarantees that the background screening provider has undergone an independent audit, ensuring adherence to best practices across all operational policies and procedures. Given the need to comply not just with federal law, but also with varying state and local legislation, providers must stay vigilant and constantly monitor the evolving landscape of regulations.
Screening firms should have dedicated experts to thoroughly review any reported criminal records and identify any potential legal issues in their findings. The federal Fair Consumer Reporting Act (FCRA) governs the procedures for conducting background checks and mandates that providers employ methods ensuring utmost accuracy in reporting.
To safeguard data privacy, HR professionals should inquire whether the background screening provider is conducted by workers within the United States. In instances where the work is off-shored, providers must provide clear explanations of the measures taken to protect data privacy. It is also crucial for vendors to be knowledgeable about the European Union (EU)-United States Privacy Shield Framework, established in 2016 to replace the Safe Harbor Framework provisions. Compliance with data privacy requirements for screening applicants from EU countries is essential.
Given the increasing number of employers screening candidates with international backgrounds, it is imperative that screening providers possess the capabilities to conduct background checks in countries where paper-based records still prevail or varied jurisdictional laws exist.
Background Checks Turnaround Times and Costs
When it comes to hiring decisions linked to background checks, HR wants the fastest turnaround times possible, particularly in high-volume hiring situations or when there’s fierce competition for talent.
While technology and data-sourcing practices have made improvements and reduced turnaround times, most standard criminal records searches still take between 24 and 48 hours, according to screening experts. Basic criminal searches can be completed more quickly, while screenings that involve employment, education, and reference checks will take longer. The same goes for checks on applicants with international backgrounds.
Although pricing among background screening providers doesn’t differ widely, it’s still important to be cautious as some providers may take shortcuts in record sourcing to save costs. Understanding data acquisition processes is crucial. While screening firms have access to similar information, the methods and supply chains they use to obtain records can vary.
HR buyers should look for background screening providers that align with their organization’s business strategy and culture. For organizations that are technology-oriented, prioritize a fast onboarding process, or emphasize the candidate experience, it’s advisable to seek screening companies with strengths in those areas. Finding a screening partner that aligns with your priorities and corporate values enhances the partnership as well as the applicant experience.
Background Screening Provider Technology Considerations
The sophistication and flexibility of a vendor’s technology platform sets top providers apart from the competition. It is crucial for vendors to offer an intuitive, scalable, and configurable screening platform, as experts advise.
With hiring managers and recruiters often on the go, it is essential to have access to screening reports and the ability to confirm answers quickly for faster hiring decisions. Today, key features include mobile access, automated data entry, and real-time reporting capabilities.
The ability for a preferred background screening provider to integrate with various applicant tracking systems (ATS) has also become essential in the selection process. Such integration creates workflow efficiencies, making life easier for HR and job applicants. By directly pouring candidate data into an ATS, employers can store information such as past employment, education, and any criminal history in one location, reducing administrative processing time. For job candidates, this integration eliminates the frustration of duplicating personal data like Social Security numbers. Platform flexibility is a vital criterion for selection.
Given the constant changes in regulations and litigation, employers need to be able to amend forms and processes based on their risk tolerance. Additionally, leading systems enable applicants to enter required personal information or provide consent for checks through self-service portals and mobile devices, expanding beyond traditional methods like fax or computers.
By catering to applicants’ preferred devices and minimizing data entry errors, mobile-friendly systems and self-service portals optimize the application process and reduce time wasted on phone tag or cumbersome paper forms.
Candidate Background Check Experience
When selecting a background screening provider, it is crucial to consider how applicants are treated during the screening process. A seamless and transparent application experience is the ultimate goal. The vendor systems and staff should be well-equipped to promptly address applicant queries and provide a user-friendly dispute process in case any issues or discrepancies arise regarding report results. It is essential for applicants to be informed throughout the process and have easy access to providers for any inquiries. Efficient delivery of report copies upon request is also imperative. By ensuring a smooth interaction between applicants, potential employers, and screening providers, the entire relationship becomes quicker, smoother, and more enjoyable.
HR leaders must prioritize choosing the best background-screening provider as it can have long-lasting consequences for organizations, particularly in terms of hiring individuals with criminal records or falsified employment/educational histories.
Partnering with a reliable and trusted background screening provider with a proven performance history, like ACI Background Checks, for your pre-employment screening requirements, will ensure your compliance with all related regulations, while providing the seamless, but tailorable front to back office steps in all the processes you require in meeting your specific needs.