What to Know About the Background Check Process

The basics of the background check process

How does the background check process work?

Background checks are generally a straightforward process. While the specifics vary slightly depending on the searches involved, they’re handled sequentially, regardless. A typical background screening process includes:

1. Collecting information from the applicant or employee, providing them with disclosure, and obtaining authorization.

2. Conducting searches through databases, courts, repositories, and verification sources.

3. Verifying potentially reportable information for accuracy.

4. Returning the completed report for evaluation according to the organization’s policies. 

What information is needed to complete a background check?

To complete a background check, sufficient identifying information is needed to distinguish the candidate from other individuals. Personally identifying information (PII), like the candidate's legal name, other aliases, date of birth, address history, Social Security number, and verification-relevant material, is used to conduct the requested searches accurately.

What types of background checks can organizations conduct?

Organizations can conduct a wide range of background checks to minimize risk and meet regulations. The table below notes several common options for screening and what they search:

Timing and accuracy

How long does the background check process take?

The length of time a background check takes hinges on the searches ordered and the accessibility of the records being searched. For a deeper understanding, read our article on Background Check Turnaround Times >

What factors can delay a background check?

Background checks are often delayed by factors outside the screening provider's control. Courts, educational institutions, or previous employers may contribute to slowdowns, but they aren’t the only causes.

To learn more about the factors that delay screening and how to minimize them, check out Background Check Delays in Hiring >

How are background check results verified for accuracy?

Background check results are verified for accuracy by matching records using appropriate identifying information, confirming case dispositions, and resolving potential mismatches before information is reported. In some cases, information is manually checked by quality control teams. Following that, if candidates note any inaccuracies, a reinvestigation must be conducted to ensure the report is accurate.

Applicant rights and next steps

What rights do applicants have during the background check process?

Applicants have several important protections during the background check process. These are largely defined and enforced by the Equal Employment Opportunity Commission (EEOC) and Fair Credit Reporting Act (FCRA).

EEOC Rights

Candidates are entitled to unbiased treatment during vetting. Basing employment decisions on race, color, sex, religion, disabilities, or age is strictly prohibited.

FCRA Protections

In short, the FCRA mandates that individuals being screened must consent to the process and that adverse action is taken appropriately. Check out our guide, Background Screening Compliance 101: FCRA Summary of Rights, to gain a better understanding of the protections provided by the FCRA.

What happens if a background check finds something?

Potentially negative findings don't automatically mean that an applicant must be rejected. Instead, organizations should contextualize the results to the position and apply their screening criteria consistently. When evaluating criminal history, identifying the nature and seriousness of the offense and the time that has passed are important factors in determining whether the record is relevant to the position according to the EEOC. 

What happens after an employment background check is completed?

After an employment background check is completed, the ordering party reviews the results against the position requirements and the established risk management policy before making an employment decision. If the report may contribute to adverse action, the employer must follow the applicable FCRA procedures before and after that decision. Following an employment decision, screening records must be retained for at least one year.

Ongoing screening

How often should organizations conduct background checks on employees?

Several circumstances warrant organizations to conduct background checks on employees. Rescreening staff is often justified when:

• An employee is promoted or reassigned

• Job duties change to provide access to sensitive information, finances, facilities, or vulnerable populations

• A license or credential changes or must be reverified

• An employee returns after an extended absence

• Contract or client requirements change

• On a scheduled rescreening cycle defined by policy

• Applicable laws or industry standards require recurring screening for the position

Why is a consistent screening process important for organizations?

A consistent screening process helps to apply screening criteria uniformly and reduces the risk that similar candidates will be treated differently. A clearly defined policy also helps to establish which searches are appropriate for each position, when rescreening occurs, who reviews results, and how findings are handled. Consistent procedures tend to streamline the screening process for both HR teams and candidates while providing a framework for complying with applicable FCRA and nondiscrimination requirements.