Compliance Corner

Data Facts is 100% committed to maintaining quality and accuracy on each and every report. 

Data Facts adheres strictly to standards and benchmarks and is accredited by the National Association of Professional Background Screeners (NAPBS). Our Exact Check process ensures that you receive the most accurate results available.  Experienced licensed private investigators at Data Facts double check all adverse records to ensure correct applicant identity and record reporting under the Fair Credit Reporting Act. This multistage Quality Assurance process provides peace of mind that you are making sound hiring decisions. Each investigator is audited monthly, and all third party researchers are vetted quarterly. 

Note - Data Facts NEVER offshores your data. The absence of strict data privacy laws and enforcement structures in other countries raises concerns about the security of personal information in the hands of contractors abroad.

More best practice resources to help you maintain compliance:

→ What Employers Must Know About A Social Security Trace

→ Providing Private Database-Only Criminal Records

→ How to Set Up A Successful Background Screening Policy

→ Best Practices for Responding to an EEOC Charge

→ The Do’s and Dont’s of Pre-Employment Screening

Consumer Background Screening

MyInfoScreen

To order your own background check, click the link below, choose your package and fill in all applicable fields. Please note that fields with a red asterisk beside them are required fields. Pay with either a Visa or a MasterCard and your background screening report will be sent back to the email you supply.

Consumer Packages: Click Here to Order (coming soon)

National Criminal Database Search Package $20

• A search of compiled national databases includes a SSN trace and validation and sexual offenders list.

County Criminal Search Package $15

• A seven year search of the county court record for misdemeanors and felonies.

Basic Package $29.95

• National Criminal Database Search

• Single county criminal search of Felonies and Misdemeanors

• National Sex Offender Registry

Advanced Package $69.95

• National Criminal Database Search

• 7 year search of Felonies and Misdemeanors in all counties/states revealed in the SS trace (up to 3)*

• National Sex Offender Registry

Professional Healthcare Package - $75.00

• National Criminal Database
• 7 Year Felony/Misdemeanor Search in all Counties/States reveled in the SSN Trace*
• National Sex Offender Registry
• Abuse Registry
• Medical Sanction Search 
• Professional License Verification

*Court fees may apply in some areas. Fees are passed through.

FAQ's

Employment FAQs

Q: What is the difference between a county search and a statewide search?
 
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.

County search cons:

• County searches only cover a limited geographical area.
• Searching several counties can be more expensive than searching the state.
• Not all jurisdictions provide all misdemeanors.  Misdemeanors or minor offenses filed in outlying courthouses or in Justice of the Peace courts may not always appear. 

Statewide search pros:

• A statewide search covers most counties in the state.
• A statewide search can be less expensive than searching each county individually.

Statewide search cons:

• Statewide searches are not available in all areas.
• Some states use databases that are updated infrequently and may exclude some counties. Our representatives have a thorough understanding of the criminal record system in every state. We can explain the specifics of each state's court system and make suggestions regarding which search would be best for you.

Q: What is a Social Security Trace?

The Social Security Number Trace, AKA “Alias Search” is a vital step in the background screening check process. It is a powerful investigative tool that may provide information on an individual’s name history, present and past addresses and movement patterns based upon the applicant’s Social Security Number. To learn more about why you need this service and limitations of use, click HERE.

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

It is legal to obtain the date of birth during the application process. It is not legal to discriminate based on a person's age when considering employment. 

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.  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.  Sometimes an applicant may have a previous name or an "alias" name.  A search for a criminal record does not include the previous name unless specifically requested since court indexes are maintained by the name used for the criminal filing.  A search under a previous or different name is, in fact, a separate search.  
 
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 from 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. 
 
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 names and addresses that are associated with the consumer 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?

The average turnaround time for a background search is 1 to 3 business days.

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

A county court search for both felony and misdemeanor records is usually the most revealing source of information. 

Q: What is a National Criminal Database Search (NCDS)?

The National Criminal Database is a database compiled by private agencies collecting information from a variety of sources. Multiple sources, including some county records, some state Department of Corrections files; Sexual Offenders lists (from states requiring offenders to register) may contribute to the database. There may be felonies, misdemeanors or some traffic violations included in the database depending on the reporting source. Not all states or all counties report information to database providers. 

The NCDS is useful in providing a broader scope to a criminal search by including a greater geographic search area and is a good first step in a progressive search. However, it is not intended to replace a physical search of court records or to stand alone as a criminal records search. 

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

A nationwide registry of persons who have been incarcerated in a Federal prison is available. This report will show only those individuals who have served a sentence in a federal penitentiary but will not show those convicted with sentences which did not result in incarceration for a federal offense. 

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

No. Arrests in the municipal courts also known as City Court Records are not always in the county courts – like jay walking, excessive noise, etc. 

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

Conducting a reasonable search will help identify possible problems which could be quite costly to the company before a hiring decision is made. This information could help avoid problems resulting from absenteeism and tardiness, theft, violence or other costly misconduct. In addition, judges consider the effort an employer has made and the care given in the selection process when making decisions in negligent hiring suits. 
 
 
System Questions

Q: How do I order reports online?

For complete instructions on how to order a report visit Order Reports

Q: What are the system requirements for using the Data Facts programs?

Internet Explorer version 6.0 or greater with 128-bit encryption is recommended for program access. It is recommended that the user have a fast internet connection other than dial-up since all transactions will be processed online. If you are using dial-up, the report order and retrieval process will be slower than if working on a fast internet connection.

Adobe Acrobat Reader is required to view/print the credit reports. Click here to download the latest version of Adobe Reader.

Q: How do I verify what version of Internet Explorer I have?

To verify the version of Internet Explorer you are using:

• Open Internet Explorer
• Click on Help
• Click on About Internet Explorer and verify the version listed

If you need to update your current version, this update can be completed by going to Microsoft's Internet Explorer download page. Please keep in mind that your internet connection speed will determine how quickly this update process is completed. If you need assistance in upgrading, please contact Data Facts technical support at support@datafacts.com.

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

Yes. We can send you a notice via E-mail that will notify you that your reports are ready to pick up online.

Q: Can I receive my invoice via E-mail?

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

Integrations

Data Facts has partnered with a variety of Applicant Tracking Systems to help you make the smartest hiring and employee management decisions. Whether you are a recruiter, employee relations manager, hiring manager or an executive, Data Facts Applicant Tracking software will reduce your cost to hire and time to fill the position through automation. Eliminate process steps, increase productivity and make better hiring decisions.

Data Facts offers the following integrated solutions for a seamless recruitment, background screening and hiring process. Put the best candidate to work for you!

ApplicantPro addresses every type of staffing need with a web-based corporate recruiting software solution that integrates all phases of the employment lifecycle into a seamless, efficient and automated hiring process.

Ascentis offers easy-to-use human capital management, HRIS, online payroll, talent management, recruiting and timekeeping solutions that support greater business efficiency and accuracy. One point of data entry means employee information is accurate, up-to-date and reportable. Electronic submission of information to insurance carrierseliminates errors and supports a paperless open enrollment process.

Greenhouse doesn't just help you recruit the talent you need. They have a full suite of solutions to help you onboard them and even help solidify your company culture for both new and tenured employees alike! (And Data Facts is now a preferred partner!)

HealthcareSource Position Manager® is the leading healthcare applicant tracking software solution that accelerates hiring, improves management and staff productivity, attracts better personnel, and reduces hiring costs. Data Facts is now a preferred partner!

Interview Exchange by Hirezon offers everything you need to find the perfect candidate, onboard them, and then track their performance to ensure they get up to speed on schedule.. Data Facts is now a preferred partner!

iCIMS is the leading provider of talent acquisition solutions that help businesses win the war for top talent, and Data Facts is now a preferred partner.

iCIMS empowers companies to manage their hiring process within the industry’s most robust Platform-as-a-Service (PaaS). Built on the foundation of a talent acquisition software suite that’s designed to be the best, iCIMS’ PaaS framework, UNIFi, allows employers to expand the capabilities of their core talent acquisition technology by integrating with the largest partner ecosystem in talent acquisition to help them attract, find, screen, and manage candidates.

Offering scalable, easy-to-use solutions that are backed by award-winning customer service, iCIMS supports more than 3,500 contracted customers and is one of the largest and fastest-growing talent acquisition providers. 

Peoplestrategy allows you to find the best people, trim your time to hire, improve regulatory compliance and efficiency, and generate maximum hiring credits - all from an ATS that is modular and scalable to YOUR needs.

Using advanced web-services technology, SmartSearch is designed to seamlessly integrate with existing applications for managing all employment related information. With over 20 years of experience, SmartSearch's easy to use software brings all the pieces together on your desktop.

Tenstreet is a SaaS company dedicated to finding new answers to the trucking industry’s toughest problems. Our revolutionary line of services, such as the IntelliApp and Driver Pulse, are designed to create simple, time-saving solutions in the areas of driver recruiting, safety, onboarding, and marketing. We help companies succeed in a paperless environment, offer the fastest-time-to-hire, and ease the lives of our clients and drivers alike.

TraitSet helps hiring mangers with an efficient fully integrated process that starts with an Online Application coupled with Behavioral Assessments. The online application can be launched from your own website or from a website that we craft.

In order to transform your workforce, you not only need leading HCM technology, but also the people and services behind it. Although service is often an under-considered component during the HR technology selection process, it is critical to long-term success. That’s why Ultimate Software treats its customers as partners for life. Ultimate offers a range of specialized services to help you grow and transform your organization.

Vikus' unique blend of scientific techniques and leading edge technology provides clients with measurable and dramatic improvements in employee recruiting, selection, development and retention. Vikus also features the Hartman Value Profile assessment to provide insight into the structure of the candidate's value system, helping to predict behavior in the workplace. 

*Pricing is based on volume and a number of other factors. Please contact Sales at 901.685.7599 or backgroundscreening@datafacts.com to get a quote for your specific needs.

Looking for MVR fees? All 50 states (and US Territories) plus Canada below.

Partners & Affiliates

Conract #18-02PV-04

1GPA is a national non-profit governmental purchasing cooperative which allows public entities to take advantage of existing contracts to purchase the goods and services they need from local and national vendors. 1GPA Contracts are approved and awarded by 1GPA’s lead governmental entities and are available for use and benefit of all entities complying with their own state procurement laws and regulations. 1GPA’s pooled purchasing power means public and private schools, cities, counties and state entities, as well as colleges, universities and Native American communities can save actual budget dollars on our contracts utilizing best business practices. All of our contracts are competitively bid and awarded in compliance with state statutes, procurement laws and regulations.

cityCURRENT is a privately-funded catalyst for the Mid-South. Their mission is to be a force for good by fostering teamwork among business and civic leaders and by aligning corporate resources to make a collective impact in the community. By providing valuable content and simple ways to get involved through over 150 events a year, cityCURRENT partners invite you to join the movement at no cost to you. Movements start with small actions and together we can make a huge impact!

Data Facts is a founding member of the NAPBS, which was founded in 2003. As a non-profit trade association, the NAPBS serves to represent the interest of companies offering employment and background screening. The NAPBS offers an opportunity for qualified companies to participate in shaping the body of knowledge and regulations impacting our future.

The Society for Human Resource Management (SHRM) is the world's largest association devoted to human resource management. Representing more than 250,000 members in over 140 countries, the Society serves the needs of HR professionals and advances the interests of the HR profession. Founded in 1948, SHRM has more than 575 affiliated chapters within the United States and subsidiary offices in China and India. Data Facts is a member of national SHRM as well as the Memphis, Charlotte, Concord, Gaston County in Gastonia, NC, North Alabama and Middle Tennessee chapters.

Walton Management Services, Inc. has been in The Business of Business Incentives™ for over three decades.  With a sole focus on tax credits and incentives (TCI), WMS has an in-house development team, backed by experts in the TCI field, creating, designing, and maintaining TCI solutions unavailable at any other TCI vendor. 

Credit Reports

Data Facts returns single bureau reports which provide number of current and delinquent accounts, suits, judgments, liens, and bankruptcies. Credit reports help determine if the applicant is suited for a financially responsible position, and reduce the chance of hiring the wrong applicant.

Criminal Records History Search

Data Facts offers four types of criminal history searches, and returns seven year felonies and misdemeanors, with current date and nature of offense, current status, and disposition. A thorough criminal history search protects the workplace from dangerous employees.

Driver Monitoring

Companies who employ drivers are held accountable for hiring safe, licensed, qualified employees.

Minimize your risk of litigation and costly fines with Data Facts’ Driver Monitoring solution.

Each driver is integrated into our risk-management software. You gain easy access to continuous Motor Vehicle Records monitoring so you can proactively identify critical driver behavior issues with our standardized scoring system.

Lower risk, ensure compliance, and maintain safety with Data Facts Driver Monitoring!

Drug Screening

Data Facts has built strong vendor partnerships to provide comprehensive on and off-site drug screening options. Employers can choose from a variety of products for their drug screening process. Drug screening reduces turnover, improves workplace safety, and enhances productivity.
 

Education Verification

Data Facts’ private investigators contact the school’s registrar’s office to verify the highest level/degree completed, dates of attendance and graduation. Education verifications enable the employer to avoid falling victim to fraud.

Employment Verification

Data Facts’ private investigators verify applicant’s employment information, such as dates of employment, position held, pay rate, and eligibility for re-hire. Armed with this information, the employer is better prepared to hire qualified, experienced employees, and not fall victim to falsified employment claims.

Fingerprinting

The Data Facts Fingerprinting solution is fast and convenient for the applicant, compliant and accurate for you! Approved and certified as an FBI channeler, our service is based on security, reliability, and value.

Take advantage of our simple, convenient, electronic fingerprinting process today!

I-9 Compliance

Toss your outdated pen and paper I-9 forms for a more complete, compliant I-9 solution!

Data Facts’ I-9 solution is completely automated, offering you beginning-to-end capabilities of preparing, managing, storing, and auditing I-9 forms electronically. Our user-friendly platform ensures prompt I-9 re-certifications, receipt updates, and provides expired document alerts and purge options.

Enforce consistent I-9 procedures, maximize compliance, and avoid fines with our automated I-9 solution!

Fees accurate as of Jan 1, 2019

***Prices and fees can change without notice.***

The following States have listed their Workers' Comp Fees.

March 2019 

March 25-27 SOAHR Atlanta, GA Booth #24

April 2019

April 8-10 SHRM Talent & Expo Nashville, TN Booth: TBA

September 2019

Septemeber 18-20 2019 TN SHRM Chattanooga, TN Booth: TBA