What are the best practices for conducting confidential background checks?

1 Why conduct background checks?

Background checks are a way of verifying the information and qualifications of a candidate or employee. They can help you avoid hiring or retaining someone who is dishonest, unqualified, or poses a risk to your organization. Background checks can also help you comply with legal and ethical standards, such as preventing discrimination, ensuring safety, and protecting sensitive data. By conducting background checks, you can demonstrate your professionalism, integrity, and diligence as an office administrator.

2 What to check and how?

The scope and method of background checks may vary depending on the role, industry, and legal requirements. However, some common types of background checks include identity verification, criminal history, education and employment verification, credit history, and drug testing. Identity verification can be done through official documents or online databases. Criminal history can be checked using public databases or a third-party service. Education and employment verification require transcripts, diplomas, certificates, or references; or contact the schools or employers directly. Credit history is obtained through credit reports from Equifax, Experian, or TransUnion with written consent from the candidate or employee. Drug testing requires urine, blood, hair, or saliva samples; or hiring a certified laboratory or clinic to perform the test.

3 How to obtain consent and authorization?

Before conducting any background check, you need to obtain the consent and authorization of the candidate or employee. This is not only a courtesy, but also a legal obligation under the Fair Credit Reporting Act (FCRA) and other federal and state laws. You need to inform the candidate or employee of the purpose, scope, and method of the background check, and provide them with a written notice and a form to sign. You also need to inform them of their rights, such as the right to review, dispute, or correct the information obtained from the background check.

4 How to protect confidentiality and privacy?

Conducting background checks involves handling sensitive and personal information that must be protected from unauthorized access, use, or disclosure. To ensure this, you should adhere to the guidelines and regulations of the FCRA, the Privacy Act, and other relevant laws. Additionally, it is essential to follow the best practices of confidentiality and privacy. These include storing the information in a secure and locked location, such as a file cabinet or a password-protected computer, limiting access to only those who need to know, disposing of the information properly when it is no longer needed, and notifying the candidate or employee of any breach or misuse of the information. Taking appropriate actions to remedy any situation is also necessary.

5 How to use the information ethically and legally?

Using the information obtained from the background check ethically and legally means making fair and objective decisions based on relevant and accurate facts. You need to avoid any bias, discrimination, or prejudice that may affect your judgment. You also need to comply with the laws and policies that govern the use of background check information, such as the FCRA, the Equal Employment Opportunity Commission (EEOC), and the Americans with Disabilities Act (ADA). You also need to use the information consistently and transparently, such as by applying the same criteria and standards to all candidates or employees, and by informing them of the results and the reasons for your decisions.

6 How to benefit from background checks?

Conducting background checks can benefit your office and career in many ways. By conducting these checks, you can improve the quality and performance of your workforce, reduce the risks and costs of your organization, enhance the reputation and credibility of your organization, and advance your skills and career. This is done by hiring or retaining the most qualified, honest, and reliable candidates or employees, avoiding or minimizing potential problems such as lawsuits, fraud, theft, violence, or turnover; demonstrating a commitment to ethical and professional standards; and developing your knowledge, expertise, and competence in conducting background checks. All of these benefits showcase your value and contribution to your organization.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?