Time is the number one challenge for employers in the background investigations process. That was one finding in the study entitled “How Human Resource Professionals View the Use and Effectiveness of Background Screening Methods” published by NAPBS and HR.com in June 2018. You can read the entire report here.
The report did not include the expectation about how long background investigations should take. In our experience the scope of work drives turn-around time (or TAT). The roles and responsibilities of the position should always define the scope of work of the background investigation.
We have lightning-fast technology, so why do some background investigations so long? Unlike what you see on TV and in the movies, records are not all automated and instant.
Background screening, like any other business process, is a delicate balance between quality, cost, and time.
Criminal Records
First, there is no such thing as a public, comprehensive, nationwide criminal record check that searches all courts and jurisdictions. Because there is no single database, investigators search individual jurisdictions.
Many states have a single, searchable criminal database online that lists felony and misdemeanor convictions. In states that don’t have a statewide database, there are many individual counties and jurisdictions that have online searches that at least list felony and misdemeanor convictions.
Consequently, you can alleviate some of the delay by considering the following choices:
- Do you want to know about arrests/charges or just convictions?
- Do you also want to know about traffic offenses and infractions or just felonies and misdemeanors?
- Are you willing to pay more for faster results from an on-site researcher?
Employment Verification
Employment verification is probably the slowest component of most background investigations. There is no single database available to the public that lists all previous employers of an applicant.
In some cases, the previous employer uses The Work Number or another third-party verification system to process requests. If a company does not use a third-party verification service, the investigator usually calls or emails the Human Resources department (or similar) of the organization.
When considering the TAT of employment verification of your background investigation service provider, you should ask:
- How many attempts do they make to verify employment?
- What methods do they use to contact employers?
- If information is not available from the HR representative of the company, are alternative methods tried?
- How are these alternative methods validated and reported?
- If they receive information after delivery of the “final” report, do they update the report?
Personal and Professional References
Personal and professional references are people who have been asked by the applicant (hopefully) to provide information about their character, reputation, and work habits. As a result, they usually respond more quickly than employers when asked about the applicant.
Therefore, as will all other forms of information, it is essential to discuss the scope with your background investigation services provider.
- How many responses do you need to consider the report complete?
- If you ask the applicant for three references, do you expect to receive responses from all three?
- What methods do they use to contact references?
- If the contact information for the applicant is not correct, do they locate alternative contact information?
- How are these alternative methods validated and reported?
- If they receive information after delivery of the “final” report, do they update the report?
Other reasons for delays, include:
- Driving records (often by mail)
- Frozen credit reports (which must be re-requested)
- Education verification for closed institutions or local school districts
The key to reducing delays is to work with your background investigation service provider to address:
- Efficient processes for collecting key information from the applicant
- Scope of work as defined by the expected roles and responsibilities of the position
- Interim or partial reports (with limited information that may support the hiring process)
- Definition of a “complete” or “final” report
- Information received by the investigator after the report is “final”
Time Savers for Background Investigations
It is also essential to discuss immediate disqualifiers with your service provider. You should base these decisions on your organization’s tolerance for risk and the roles and responsibilities of the position.
For example, if an applicant has a misdemeanor conviction, you could ask that the investigation stop. The investigation would resume only after your approval. If the applicant pool for your industry has a high incidence of misdemeanor convictions, convictions for non-violent crimes may not be a “deal-breaker”. (This identification of “red flags” also saves money as well as time.)
Finally, you may have to simply adjust your expectations for the length of time it takes to conduct a thorough, accurate background investigation. In this age of instant information, we would like to believe that all the pertinent information about your candidate is available and accurate at the push of a button. Unfortunately, it isn’t that simple.
Protus3 is your resource for background screening support. We’ve been helping companies make better hiring decisions for over 30 years.
Plan. Protect. Prosper.
Protus3 specializes in security system design, security consulting, corporate investigations and other investigative services. Partner with Protus3 and we will examine each situation to identify threats and develop solutions for your best outcome.