Background Checks - 10 Best Practices for HR Professionals

Hiring moves fast. Risk moves faster. The right background-check program helps you move confidently—protecting your people, customers, and brand without creating friction for quality candidates. Below are ten best practices SimpliVerified recommends to build a screening program that’s accurate, compliant, and candidate-friendly.

• Use clear, compliant disclosures and consent
• Standardize role-based screening packages
• Verify identity to prevent mismatches and fraud
• Prioritize primary sources and data quality
• Balance speed with accuracy—then integrate to remove delays
• Apply fair-chance and individualized assessment
• Get adverse action right—every time
• Protect candidate data with enterprise-grade security
• Communicate like a brand that cares
• Measure, audit, and continuously improve

1) Use clear, compliant disclosures and consent

Before you order a background check, provide a stand-alone disclosure and obtain written consent from the candidate. Keep the disclosure free of extra language (no liability waivers or unrelated acknowledgments). Remember that some states and cities require additional notices or timing rules.

Pro tip: Maintain version-controlled templates and automate e-sign to reduce errors.

2) Standardize role-based screening packages

Every role doesn’t need the same screening depth. Build job-related screening packages tied to responsibilities and risk (e.g., finance roles may need credit checks; drivers need MVR; healthcare roles may need sanction checks).

Pro tip: Document your job-relatedness rationale for each component and review packages at least annually.

3) Verify identity to prevent mismatches and fraud

Accurate identity resolution is the start of an accurate report. Use SSN trace, alias detection, and where appropriate, document verification or IDV checks to confirm the person behind the application.

Pro tip: Add fraud-resistant applicant workflows (e.g., selfie/liveness, address history confirmation) for higher-risk roles.

4) Prioritize primary sources and data quality

“Instant” checks can miss or misstate records. Favor vendors who search at the primary source (county courts, licensing boards) and who cross-validate with national and federal indices. Ask about error rates, dispute rates, and quality control.

Pro tip: Require your CRA to provide audit trails (where, when, and how records were retrieved) and to flag unsearchable jurisdictions early.

5) Balance speed with accuracy—then integrate to remove delays

Time-to-hire matters, but not at the expense of accuracy. Use automation for ordering, status updates, and report delivery, but ensure human review for potential records and edge cases. Integrate your CRA with your ATS/HRIS to eliminate duplicate data entry and reduce turnaround.

Pro tip: Track each component’s average turnaround and set realistic SLAs with your recruiting teams.

6) Apply fair-chance and individualized assessment

When records appear, assess them individually and job-relevantly (offense nature, time elapsed, and relation to duties). Align with EEOC guidance and your jurisdiction’s “ban-the-box” or “clean slate” rules.

Pro tip: Use a decision matrix that maps record types to roles, includes look-back periods, allows context from the candidate, and documents final reasoning.

7) Get adverse action right—every time

If you might take adverse action (e.g., not hiring) based on the report, follow the two-step process:

1. Pre-adverse action notice with a copy of the report and rights summary, plus a reasonable time for the candidate to respond.
2. Adverse action notice after your final decision.

Pro tip: Automate notices and retention, but keep a human help path for questions and disputes.

8) Protect candidate data with enterprise-grade security

Background checks involve highly sensitive PII. Expect your vendor to demonstrate SOC 2 Type II (or equivalent) controls, encryption in transit and at rest, least-privilege access, and regular penetration testing. Internally, enforce role-based access, log monitoring, and secure disposal/retention schedules.

Pro tip: Conduct annual security and compliance reviews of your vendor and document results for audit readiness.

9) Communicate like a brand that cares

A great candidate experience reduces anxiety and improves completion rates. Provide plain-English explanations of what’s being checked, status visibility, and a simple dispute process. When delays occur (e.g., a county court is offline), explain why and what’s next.

Pro tip: Offer a branded candidate portal with progress indicators and self-service FAQs. Measure completion time and drop-off rate to find friction points.

10) Measure, audit, and continuously improve

Treat screening like any other critical business process. Define KPIs such as:

• Average turnaround per component
• Hit rate vs. false positive rate
• Dispute volume and resolution time
• Candidate satisfaction (CSAT)
• Compliance exceptions and corrective actions

Use quarterly business reviews (QBRs) with your vendor to analyze trends, adjust packages, and plan for regulatory changes.

Pro tip: For sensitive roles, consider post-hire or continuous monitoring with clear policies and consent.

Putting it all together

A high-performing background-check program isn’t just a report—it’s a system that blends clear policy, role-based rigor, secure technology, and human judgment. When built well, it shortens time-to-hire, protects your brand, and treats candidates with respect.

At SimpliVerified, we’re obsessive about accuracy, transparency, and speed. Our platform integrates with leading ATS/HRIS systems, searches at the primary source where it counts, and pairs automation with expert FCRA review—so your team can move fast and hire confidently.

Disclaimer: This article is for informational purposes only and does not constitute legal advice. Always consult counsel about your specific jurisdiction and use case.