FAQs

Services Information   •    System Information   

One of the most misunderstood aspects of employment screening is the way that criminal records are researched.  There is no nationwide system that combines court records from all 50 states.  Maintaining and organizing criminal records is the responsibility of each individual state. The accessibility of the information is determined by state and/or county regulations.  It is important to recognize the difference between records kept on a county level and those maintained in a statewide system.  Understanding the pros and cons associated with each system will help you determine which search best suits your needs.

County search

Pros:
- A county search includes the most up to date information available.
- Records come directly from the courthouse instead of a database.
Cons:
- County searches only cover a limited geographical area. 
- Searching several counties can be more expensive than searching the state.  

Statewide search

Q: Is it legal to ask a person's birth date before a job offer is made?

Q: What is the importance of the date of birth on employment searches?

Every court has their own method of recording, storing and reporting the data from their files.  Language, codes and terminology are not always standard.  Some variables, however, remain constant.  When people are arrested the information taken and recorded starts with the name.  The identifier used next is the date of birth (DOB). This information is gathered by the information stated by the arrested individual and perhaps, any identification they may be carrying. Sometimes we are surprised to discover that the arrested individual has LIED!  Suspects in offenses may give false names, may have inaccurate ID’s and the street smart and/or repeat offenders frequently give false dates of birth to intentionally confuse. Why does this matter? Because, when researchers check court files they must first search by name.  If a name is found, they must look for “identifiers” to make sure of the identity of the individual.  The DOB is the first line of identification after the name.   

Many Americans mistakenly assume that files are recorded by Social Security Number.  This is not true.  Social Security Numbers may or may not be collected by the judicial systems and the current trend is to omit the SSN form public access files.  This move has come about due to privacy issues and the growing problem of identity theft.

How do we combat this? 
It is not always possible to be 100% sure that the information in the files is totally accurate but experienced researchers do their best to match the files they locate.  Sometimes as an employer you may be told that there is a delay in reporting due to a possible record.  Researchers may find records they believe belong to the person they are researching but may have to requisition additional court records and compare numerous documents in an attempt to verify identity.  There are also times when completed reports will state that records were matched by name only.  This is an indication that other identifiers were not available to confirm the match.

What can YOU do?

1. Make sure the applicant lists their DOB on the Release Authorization form

2. Be sure to correctly enter the DOB when ordering from Data Facts. 

3. Consider ordering a Social Trace as part of your order package.  This is a tool that often identifies additional information and may help you perform a more complete background search.

4. Consider ordering Motor Vehicle Records on your applicants.  By verifying the validity of their drivers’ license, a wealth of information may be revealed that would otherwise not come to light.

Q: How long does it take to get information when conducting a background search?

Q: What is the most accurate type of criminal record search?

Q:  What is a National Criminal Database Search?

Q: Is there a nationwide federal record search of criminal records available?

Q: Will all arrests be found in a county court search?

Q: How will conducting a criminal records search for job applicants protect my firm from negligent hiring issues?

Q: What is a statewide criminal records search? Does every state offer this information? 

A statewide criminal records search offers information from the county courts on arrests for felony and misdemeanor crimes (depending on the state). The information is based on the data provided to the state from each reporting county. At this time, approximately 19 states offer this information.

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System Questions

Q: How do I order reports on-line?

Q: How can I receive my reports when they are completed?

Q: Can I receive a notice when my reports are completed?

Yes. We send all monthly invoices via E-mail.

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