If we look at survey data cited in Society for Human Resource Management (SHRM), an estimated 78% of candidates claimed they have falsified elements on their job applications or résumés. In the background screening industry, we are well aware of these types of discrepancies: from small exaggerations of employment history to outlandish claims about skills and experiences. These are discovered and reported on background check results daily. A comprehensive pre-employment screening program will help ensure you make informed hiring decisions, weeding out bad actors, underqualified candidates and those whose employment can have an unnecessary risk on business operations. Does this one and done approach to screening leave gaps in your organization’s risk management strategy?
An employee’s life circumstances, financial situation, insurance eligibility or legal standing can shift dramatically post-hire, potentially introducing new risks into your organization.
Regular or continuous background checks are more than a procedural check box; they are a vital, proactive risk management strategy for maintaining a safe, compliant, and trustworthy work environment long after the initial hire. Discover how your organization can navigate the legal landscape and best practices for an effective continuous monitoring program.
The Evolving Risk Landscape
Relying solely on an initial background check is risky, as individuals’ circumstances and suitability can evolve post-hire. A reliable employee might suddenly face financial hardship, leading to a higher temptation for workplace theft or fraud. In these instances, regular screening can serve as an early warning system for potential behavioral changes.
You’ll also want to consider your risk tolerance where employees have access to sensitive company data, intellectual property, or critical assets. Ongoing monitoring is crucial to identifying potential insider threats before they cause irreparable harm.
Understanding the ROI
A policy of continuous screening provides a range of benefits that build a stronger, more secure organization. The primary benefit is creating a safer environment for all employees, customers, and visitors. By regularly verifying the integrity of your workforce, you minimize the risk of hiring or retaining individuals with a history of violence or other criminal activity.
Demonstrating “continual due diligence” is a powerful defense against costly negligent retention lawsuits. If an incident occurs involving an employee whose situation changed, an employer who has made reasonable efforts to monitor their workforce is in a much stronger legal position than one who has not.
In highly regulated industries such as healthcare, finance, and transportation, ongoing screening is often a legal or regulatory requirement with hefty fines for organizations who fail to comply.
A single high-profile incident like data breaches, workplace violence or high-ranking employees going viral on social media, can severely damage a company’s public image and lead to significant financial loss. Regular checks are a preventative measure to help avoid these scenarios.
When implemented correctly and communicated clearly, a transparent policy builds confidence among existing employees and clients, showing a commitment to maintaining a high standard of integrity across the organization.
How to implement a Continuous Screening / Monitoring policy
Implementing continuous screening must be done carefully to ensure compliance with federal and state laws. Screening providers like AB Global make managing programs easy, but employers should be aware of best practices for compliance and transparency.
- Obtain Informed Consent: This is crucial. Before any screening takes place, you must obtain clear, written consent from the employee. Adhering to federal laws like the Fair Credit Reporting Act (FCRA) is mandatory.
- Adopt a Standardized & Fair Policy: To avoid discrimination claims, the policy must be applied consistently and equally to all employees in similar roles. Ensure your policy is clearly defined in your employee handbook.
- The Adverse Action Process: If you decide to make an adverse employment decision based on information found in a background check, you must follow a strict legal process. This involves providing the employee with a pre-adverse action notice, a copy of the report, and a summary of their rights under the FCRA, allowing them a chance to dispute the findings.
- Data Security & Privacy: You are handling sensitive employee data. You must have robust security measures in place to maintain confidentiality and protect this information from breaches.
- Determine Frequency: The appropriate interval depends on the role. Annual rescreens may suffice for the majority of the workforce, while those in high-risk positions (e.g., handling large sums of cash, driving company vehicles, working with vulnerable populations) may require quarterly or even real-time monitoring.
- Choose a Reliable Partner: Work with a reputable, FCRA-compliant background screening service provider like AB Global. We offer continuous monitoring solutions like Inview365 for driver monitoring, and GoldenEye365 for criminal record monitoring. Make sure your screening partner has experience and understanding of your specific industry needs.
- Communicate Openly: Transparency is key. Advise employees of the policy during onboarding and during annual training sessions to minimize concerns and build trust. Frame it as a safety measure for everyone.
- Focus on Relevant Checks: Customize screening packages to specific roles. A credit check may be relevant for someone in a finance role, but irrelevant for a warehouse worker. Ensure the checks are job-related and consistent with business necessity.
Transitioning from reactive to proactive risk management with ongoing screening is an essential component of modern business operations. Regular background checks should not be seen as a lack of trust, but rather a commitment to maintaining a safe, ethical, and high-integrity environment for all.
November is Vendor Review Month:
Don’t wait for an incident to occur. Review your current policies and consider partnering with a reputable screening provider to implement a continuous monitoring program tailored to your organization’s unique needs. Prioritize safety and integrity for the long-term success of your business. If you are interested in learning more about crafting or updating your screening program, join us for Screening University where you can gain valuable insights on best practices for continuous monitoring and craft a winning screening policy!
