June 4, 2025
In HR, there’s a constant tug-of-war between doing things right, doing things fast, and doing them affordably. The same goes for background screening. If making informed hiring decisions, saving time, and saving money were a playground ride, it would be some sort of weird, three-sided see-saw.
Skipping or rushing through the process to save a few bucks or a couple of hours can result in disastrous (and expensive) hiring mistakes. But the good news? There are ways to streamline background checks without forgoing thoroughness or falling out of compliance.
Smart Shortcuts to Streamline Background Screening
You don’t have to sacrifice quality to get faster or more affordable results. Here are a few ways that help you move efficiently while staying compliant.
Screen Smarter with a Progressive Approach
Progressive screening is a strategic approach that layers the background check process, starting with quick, low-cost searches that identify unqualified or high-risk candidates early on. Rather than running every check on candidate upfront (which is costly and unnecessary) you start with the basics. If the applicant clears those, you move forward with more comprehensive screening.
Step #1: Begin with instant searches and identification products
Your screening process should begin with identity verification. After all, if the person isn’t who they say they are, the rest of the background check isn’t worth much. Using products like Social Security Number (SSN) validation and verified ID (vID) can flag red flags like false names, multiple aliases, and mismatched date-of-birth information, right from the start.
These identity tools are fast and inexpensive. They often deliver results in seconds and can quickly eliminate candidates who aren’t being truthful about their identity.
In addition, you can set up your progressive search based on your must-have requirements for the role. For example, if you’re hiring a driver, you need someone with a valid driver’s license and a good driving record. In this case, running a Motor Vehicle Records (MVR) search early in the process would be a smart move.
Step #2: Add Additional Background Checks Only If Candidates Advance
If a candidate clears the initial checks, then you can invest in more background screening components. These may include:
- County-level criminal record searches.
- Employment and education verifications.
- Drug testing.
- Professional license verifications.
- Social media screening.
This progressive method helps you make the most of your budget and use your resources on candidates who make it past the first round.
Standardize Screening Packages by Role
A one-size-fits-all screening approach is a surefire way to overspend. Not every position carries the same level of risk or requires the same credentials, so your screening strategy shouldn’t treat them all equally.
Tailor your background check packages based on job function and risk level. For example:
- A warehouse worker may not require a credit check or college degree verification.
- A financial controller, on the other hand, may warrant a full financial history and credential verification.
To decide which components fit which roles, consider what risks come with the job. Will the employee handle sensitive data, financial assets, or interact with vulnerable populations? Categorize roles and build screening packages for each one.
Aligning screening depth with job responsibilities ensures you’re thorough where it counts.
Use an Integrated Screening Partner
Working with a background screening partner that integrates with your applicant tracking system (ATS) offers big budget benefits.
When your background check provider platform and ATS “talk” to each other, you create a seamless hiring workflow. This automation minimizes delays, reduces administrative load, and helps HR teams move faster without sacrificing quality.
An integration can also eliminate duplicate data entry, reduce human error, and cut turnaround time significantly. With one click, you can send screening requests, track progress, and keep everything organized in one place. The time you save can translate into real budget savings.
Set Clear Internal Policies
Having a consistent screening policy prevents delays and confusion. For example, without a set policy, a recruiter might order employment and education verifications, even though they weren’t needed. Standardized policies eliminate waste and streamline decision-making.
Decide in advance which checks are required for which roles, who needs to approve results, and what your red flag criteria are. When everyone on the HR team follows the same playbook, you can make decisions faster and you don’t end up paying for screening components you didn’t need.
Automate the Candidate Experience
Delays don’t always come from your side…sometimes candidates drag their feet. Waiting on a signed disclosure or completed form can stall the entire background check process. That’s why it’s essential to use platforms that support electronic disclosures, authorizations, and data collection. When candidates can complete their paperwork online with just a few clicks, the process moves forward more quickly.
A mobile-friendly platform is especially important. Many applicants complete tasks on their phones and, if your background screening process isn’t optimized for mobile, you risk frustrating them and delaying turnaround times.
Automated reminders are another time-saving feature. These prompt applicants to finish their tasks (signing a form, uploading documents, or confirming personal information) without your team having to follow up manually.
The smoother the process is for the candidate, the less time your team spends chasing down paperwork. Plus, the candidate takes away a positive experience from you organization.
Smart Background Screening Saves More Than Money
Taking shortcuts doesn’t mean cutting corners. With some strategic planning, HR teams can speed up the background check process, stay compliant, and still make high-quality hires. With tight schedules and tighter budgets, efficient screening
