So you want to conduct background checks, but don't know where to start. With so many options out there for background check software, it can be overwhelming to determine what's the right solution for your needs. The good news is, whether you need to run a single check or will be conducting high-volume screenings, there are affordable and comprehensive tools to help you get the job done.
Understanding the Different Types of Background Checks
The most common are criminal record checks and employment verification. Criminal checks search public records to uncover any past misdemeanors or felonies. Employment verification confirms information like dates of employment, job titles, and reasons for leaving. These are must-haves for most pre-employment screening.
Education verification
Education verification confirms where someone went to school and if they earned the degrees or certifications they claim. This is important when the position requires certain credentials. The software should allow you to verify education for positions at all levels from high school diplomas up to doctorate degrees.
Reference checks
Reference checks contact the references provided by the applicant to get a sense of their work style, skills, and job performance. The software should have built-in templates for sending reference check requests via email and tracking responses. Some solutions also offer the option to conduct phone references.
Professional licensing
For positions that require professional licensing or certification, the software should allow you to enter license numbers to verify the status and check for any disciplinary action. Some platforms offer verification for hundreds of licenses across various industries like healthcare, legal, and finance.
Key Features to Look for in Background Check Software
When evaluating background check software, there are a few must-have features to consider.
First, look for a system that allows you to customize the types of checks you run. Do you need criminal background checks, employment verification, education verification, or reference checks? The ideal solution will let you select specific checks to run based on your needs.
Security and privacy are non-negotiable. Only consider systems with advanced security protocols that keep all personal data private and encrypted. They should have limited employee access and audit trails that log all system activity.
With the range of options available today, you can find background check software with the right mix of features for your needs and budget. Do some research to determine what’s most important for your company before starting the selection process. The time invested upfront will help ensure you choose a system you’ll be happy with for years to come.
Conducting Comprehensive Searches With Automated Tools
Once you've determined your needs and budget, it's time to start using background check software to search databases and uncover comprehensive information on individuals. The key is utilizing the automated tools effectively to conduct in-depth searches.
Search Multiple Databases
Look for a solution that searches hundreds of databases—not just a single source. The more databases searched, the more complete the background check. Public records, social networks, criminal records, job sites and more should be scoured. Broad searches cast a wide net to catch details from many angles.
Configure Custom Searches
Rather than just running a generic, one-size-fits-all search, you should be able to configure custom searches tailored to your specific needs. For employment screening, search education and employment verifications. For tenant screening, search eviction and criminal records. Customization allows focused, relevant results.
Review and Analyze Results
Once a search is complete, thoroughly review and analyze the results to uncover relationships and connections that may not be obvious at first glance. Look for inconsistencies that require further investigation or verification. Check that information like addresses, phone numbers and family member names match across multiple records. Analyzing results requires careful scrutiny to paint an accurate picture.
Ensuring Compliance and Data Security
Compliance and data security are crucial when choosing background check software. As you evaluate options, look for a provider that follows all federal, state, and local regulations regarding background checks, data privacy, and consumer protection.
Background check software stores and transmits sensitive personal data, so data security is essential. Choose a provider that:
- Encrypts all data, both at rest and in transit. Encryption scrambles data to make it unreadable by unauthorized parties.
- Uses strong password protection and two-factor authentication for all user accounts.
- Regularly tests their systems and software for vulnerabilities to prevent hacking and data breaches.
- Has clearly outlined data privacy and security policies that limit employee access to data and ensure proper handling and disposal of records.
- Is transparent about any past or current data breaches so you understand their security track record.
Storage and Retention
Look for background check software that gives you control over data storage and retention. It should allow you to:
- Choose whether to store data on the provider's servers or your own secured servers. Storing on your own servers may reduce risks but requires proper security measures.
- Set customized data retention policies to automatically delete records when no longer needed. For example, you may want to delete applicant data 6-12 months after hiring decisions are made.
- Permanently delete records upon request from applicants or to comply with data privacy laws like GDPR. Make sure the provider fully purges deleted records from their systems.
Using background check software that prioritizes compliance, security, and responsible data handling will help ensure you stay on the right side of the law and maintain applicants' trust and privacy. Carefully vetting providers is worth the effort to avoid fines, legal issues, data breaches, and reputation damage down the road.
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