Explore important considerations for transitioning background check providers. Learn how to avoid common pitfalls when changing screening partners.
Switching background check providers is more than changing a vendor. It’s a transition that can impact workflows, applicant communications, and compliance, emphasizing the importance of a well-planned strategy. This article dives into considerations for new screening partners, effective transition strategies, and ways to avoid disruptions to service and compliance.
Issues that repeatedly affect hiring timelines or prevent scaling indicate that it might be time to switch background check providers.
Disruptions can be avoided or minimized with careful planning, testing, and communication.
Coordinate a transition timeline with both internal stakeholders and the partner’s team.
Organizations often consider switching screening providers when their current solutions no longer meet their needs. This might include operational failures, technology interruptions, service degradation, or compliance breakdowns. Transitions can be particularly worthwhile when recurring limitations affect the hiring process or prevent effective screening from scaling.
A few other common reasons organizations reevaluate their screening provider include:
Slow or inconsistent turnaround times
Limited geographic coverage
Technology or integration limitations
Inadequate customer service
Insufficient compliance support
Difficulty supporting increased screening volumes
Transitioning between background check providers requires careful consideration and planning. After a thorough evaluation of needs, requirements must be defined before new procedures and workflows can be established. Below are several practical steps organizations can take to change screening providers:
Evaluate the current program and define requirements. Document existing searches, screening packages, workflows, integrations, and compliance procedures.
Review compliance responsibilities. Confirm that the new Consumer Reporting Agency (CRA) follows applicable FCRA requirements and establishes procedures for disclosures, authorization, and adverse action.
Configure and test the new system. Establish users, packages, workflows, integrations, and reporting practices.
Update applicant-facing materials. Review and update compliance forms, communications, and training resources to ensure they accurately reflect the new screening process.
Maintain appropriate records. Download historical reports and other screening documentation that are required to be stored for each client. Under 29 CFR Part 1602, the EEOC mandates a one-year retention period for private employers or two years for education or government employers.
Establish a transition date. Coordinate internal teams and the new provider so orders can move without interrupting the hiring process.
A structured implementation strategy allows organizations to change providers while maintaining continuity.
When changing background check providers, disruptions can be minimized through proper planning, testing, and communication. Combined, these proactive actions can create a safety net that keeps screening moving with little to no hassle during a technology transition. Here’s a breakdown of each and how to implement them:
|
Action |
How to Implement |
|
Planning |
Define the transition's scope, timeline, stakeholders, and client requirements, and establish contingency plans to maintain service continuity. |
|
Testing |
Use parallel testing and a controlled pilot to validate workflows, integrations, reporting, and user processes. |
|
Communication |
Notify users early about the transition, explaining what is changing, when it will occur, and whether they need to take any action. Provide timelines, instructions, FAQs, and support resources, and continue communicating after launch to address questions and resolve issues. |
When evaluating screening providers, it’s important to review their offerings and the company as a whole. It’s recommended to assess their solutions, compliance practices, technology, support, pricing, and scalability to ensure they’ll make a good partner. Below is more information on each touchpoint to help with decision-making.
Consider whether the provider offers the searches required for current and future positions. Make sure they can adequately cover criminal records, professional verifications, and other industry-specific searches.
Evaluate the provider's procedures for the following:
FCRA compliance
Identity verification and record matching
Quality assurance
Dispute handling
Data security
Consumer protection
Adverse action support
Determine whether the platform can integrate with existing hiring technology. Many modern background check platforms can be combined with applicant tracking systems (ATS) or human resource information systems (HRIS) to create a seamless hiring process.
To learn what to look out for and how to ensure a successful integration, read our guide on What to Know About Technology Integrations for Background Checks >
Compare the cost of each search needed for job positions and the savings that packages may offer. Note the fees associated with specific products, too, as they can accumulate.
Ensure that the screening provider offers resources to both assist the organization and keep applicants moving. Resources for compliance, candidate help, and industry education can help hiring teams stay ahead of the game.
Switching background check providers can affect FCRA compliance, but it doesn’t inherently. A screening partner’s FCRA responsibilities typically involve obtaining report information and handling adverse information. Consequently, it’s important to verify that the new provider has appropriate procedures for obtaining background information, ensuring accuracy, and managing disputes.