Different sources answer different questions
The words national, federal, county, and state describe different criminal-record source categories. They are not levels of the same all-inclusive search, and none should be presented as a guarantee that every potentially relevant record will be found.
A role-aware package may use more than one source. The appropriate combination depends on the employer’s documented criteria, the candidate’s relevant jurisdictions, available records, and applicable law. The Criminal Records service page is an overview of configurable search options.
What a nationwide criminal database search generally means
A nationwide criminal database search generally queries a compiled collection of records gathered from participating state, county, correctional, registry, or other sources. It can help identify possible records and jurisdictions for further review.
Nationwide does not mean every record from every court in the country. Source participation, refresh schedules, identifiers, and available record detail vary. Some jurisdictions may not contribute data, and a database entry may require confirmation at the originating source.
What a county criminal search generally means
A county criminal search focuses on records maintained by courts in a selected county or county-equivalent jurisdiction. County courts are an important primary source for many state-law criminal matters, but court structures and available record detail vary.
The county selected may be based on candidate address history, work location, role criteria, or another documented program rule. One county search does not cover all counties where a person may have lived or all cases handled in state or federal systems.
What a state criminal search generally means
A state search may use a statewide court index, repository, administrative system, or other source available in that jurisdiction. Coverage can differ significantly: one state may provide broad county participation, while another may offer limited online access or require a different process.
Employers should ask what the state source actually contains, how often it is updated, which identifiers are returned, and whether county-level follow-up is included. The word state by itself does not establish uniform coverage.
What a federal district court search generally means
Federal criminal and civil cases are maintained in the federal court system, separate from most county and state court records. A federal district court search reviews selected federal districts for available case information. It may be considered for roles involving financial authority, interstate activity, senior responsibility, or another documented reason.
A federal district court search is not the same as a county criminal search, a state repository search, a compiled nationwide database search, or an FBI fingerprint check. Our Federal Records service page explains this distinction and the way district scope can affect a request.
A practical source comparison
| Search type | General scope | Important limitation |
|---|---|---|
| Nationwide database | Compiled records from multiple participating sources | Not every court or record; potential records may need source confirmation |
| County criminal | Selected county-level court records | Limited to the county and available court systems searched |
| State search | Available statewide repository or index | Coverage and county participation vary by state |
| Federal district court | Selected federal judicial districts | Separate from county and state court systems |
This comparison is general. A provider should identify the actual source, jurisdiction, and confirmation process for the product being ordered.
Why employers may combine sources
A broad database search may help develop jurisdictions, while county research can review a relevant local court. A state source may add available statewide information. A federal district search can address records maintained outside the county and state systems. Combining sources can provide different viewpoints; it does not make a package universally appropriate or complete.
- Start with the role’s duties, access, and documented decision criteria.
- Use identity and address information to inform relevant jurisdiction selection.
- Understand which sources are primary records and which are compiled databases.
- Apply the same package and review process to similarly situated candidates.
- Follow applicable authorization, notice, and decision procedures.
Questions to ask before choosing a criminal-record package
- Which named sources and jurisdictions are searched?
- Does a database result receive county or originating-source confirmation?
- How are names, dates of birth, aliases, and other identifiers used for matching?
- When would an added county, state, or federal district search be appropriate?
- What source fees or jurisdictional delays may apply?
- How does the provider handle potentially incomplete or conflicting identifiers?
Current package information is available on the Pricing page. For a package built around a specific role, request a quote rather than assuming one search type covers every need.
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