How to Solve Common Background Check Problems

There are many common problems that interrupt background screening. Here’s our guide on how to navigate them.

Inaccuracies, delays, and inconsistent procedures can reduce the effectiveness of any hiring program, regardless of how well designed it is. To manage risk and make informed hiring decisions, employers need to know how to navigate operational and compliance challenges when they arise. This guide explores six common background check problems and outlines practical strategies to identify and resolve them.

Key Takeaways

• Screening delays often stem from incomplete information and external processing factors like court backlogs, manual record retrieval, and identity verification issues.

• Role-based screening criteria improve both efficiency and the ability to find the ideal person for each position.

• Being proactive helps organizations prevent many background check problems before they occur.

Inaccurate or Outdated Records

Background check reports can become inaccurate when records aren’t updated properly. If case dispositions are missing or records have been expunged, they can lead to disputes, delayed hiring decisions, and concerns with compliance.

How to Handle Inaccurate or Outdated Records

Verify information across multiple sources. Employers should work with an experienced screening provider that validates information directly with primary record sources whenever possible.

Use strong identity matching procedures. Matching records using multiple identifiers can reduce the likelihood of inaccurate record associations.

Establish a review process. Implementing procedures for reviewing records helps to minimize errors when making employment decisions.

Background Check Delays

Many factors can create delays while screening. Slow court record processing, federal holidays, the need for additional verification, or incomplete applicant information extend turnaround times, slow hiring, and disrupt onboarding schedules.

Common Causes of Delays

The table below illustrates common reasons delays are encountered and the impact they can have on background screening:

Navigating Background Check Delays

Collect complete applicant information early. Receiving a candidate’s personally identifiable information (PII) in advance helps avoid unnecessary delays.

Plan for variations. Anticipating differences in the way jurisdictions, agencies, and record providers process files helps employers establish realistic hiring timelines.

Improve communication. Providing timely updates to internal stakeholders and candidates helps manage expectations and reduces confusion.

Inconsistent Screening Standards

Irregular screening policy increases the risk of inconsistent hiring decisions and compliance challenges. Without standardized procedures, candidates for the same position or within the same department may receive different screening, resulting in confusion and uninformed decisions.

Maintaining Consistent Standards

• Align screening with job responsibilities to help ensure screening practices remain relevant to the duties, access levels, and risk profile of each position.

• Create position-based screening packages for different job categories to focus on information most relevant to the position.

• Periodically review screening requirements to ensure job responsibilities remain aligned with organizational needs and compliance expectations.

Lack of Role-Based Screening Criteria

Applying the same searches or packages to every position may result in unnecessary costs, irrelevant information, or compliance concerns. Screening programs are generally most effective when they reflect the responsibilities and risks associated with a specific role.

Explore the steps needed to establish role-based screening criteria in How to Set Up Background Check Packages for Multiple Roles >

Inadequate Documentation

Missing documentation can create significant challenges during audits and disputes. Without complete records, organizations may struggle to demonstrate that screening procedures were conducted properly.

Managing Inadequate Documentation

Maintain screening records. Organizations should retain background screening reports and documentation for at least 1 year, according to the Federal Trade Commission (FTC).

Standardize documentation practices. Ensuring important documents are stored, organized, and accessible when needed supports consistency.

Conduct periodic audits. Reviewing documentation regularly can identify missing records, retention issues, and process gaps before they create larger compliance problems.

Candidate Experience Breakdowns

Poor communication, unclear expectations, and lengthy timelines can create frustration for candidates and negatively affect employer brand perception. Candidate experience challenges may also contribute to increased withdrawal rates during the hiring process.

A few signs of candidate experience breakdowns include:

• Frequent applicant inquiries about screening status

• Increased candidate withdrawal rates

• Delayed completion of onboarding tasks

• Confusion regarding screening requirements

• Elevated dispute volumes

• Negative feedback about the hiring process

Resolving Candidate Experience Breakdowns

There are several steps employers can take to remain ahead of interruptions like these. First, they need to communicate expectations early to help candidates understand requirements and timelines and prepare documentation. Next, they should reduce unnecessary friction by integrating their background check platform with HR systems where possible. Streamlined workflows assist in reducing confusion and improving completion rates.

Once expectations are communicated and friction is minimized, they’ll want to ensure that status updates are provided to applicants to reduce uncertainty throughout the process. Finally, they’ll need to outline dispute procedures to reassure candidates that potentially inaccurate information can be corrected if necessary.