Start with complete identifying information
Most employment-screening workflows begin with the candidate’s current legal name, any names used during the relevant history period, date of birth, current contact information, and other identifiers required for the ordered services. The collection method should be secure and limited to information needed for the authorized purpose.
A Social Security number may be requested for identity-development and selected searches, but it should not be placed in ordinary email or uncontrolled documents. Use the provider’s secure candidate workflow whenever available.
Different services need different details
- Criminal-record searches may need legal names, date of birth, address history, and jurisdictions.
- MVR reports generally require a driver’s-license number, issuing state, and authorization.
- Employment verification needs employer names, locations, dates, positions, and source contacts when available.
- Education verification needs school name, location, attendance dates, degree or credential, and name used at the institution.
- Professional credential checks need the credential name, issuing authority, number, and jurisdiction when available.
Only collect fields tied to the service being ordered. A driving record request should not be added to a role that does not involve driving simply because the field is available.
Why accuracy affects timing
Misspelled employer names, missing locations, approximate dates, old names, or an incorrect license jurisdiction can send research toward the wrong source. A former employer may have merged or changed names, and an educational institution may need the name used while enrolled.
Review obvious omissions before the order begins. Better input reduces preventable follow-up, although no intake process can eliminate every source delay or identity question.
Protect sensitive candidate information
- Use secure portals instead of ordinary email for Social Security numbers and report documents.
- Limit access to people who need the information for the authorized employment purpose.
- Do not reuse candidate data for a different purpose without confirming the required authorization.
- Follow current retention and secure-disposal procedures.
For a wider overview of report components, read What Shows Up on an Employment Background Check? or discuss your workflow through Get a Quote.
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