Employment Screening: Moving Your Program from Tactical to Strategic

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Enterprise employment screening

From reports of dangerous workplace violence incidents to the shameful resignations of executives who’ve lied about their qualifications and education, the news is full of situations that have caused untold damage to organizations’ bottom lines and reputations.

These risks have led over 85% of enterprise organizations to conduct employment screening as an important best practice in the hiring process. Over the last decade, however, changes such as increasing security concerns, globalization, corporate compliance requirements, new collaboration technologies and demands, and increased job market competition have contributed to bring new challenges and complexities to the management of an enterprise employment screening program—from a fairly straightforward transaction order to a complex, multilevel program.

Background Screening is a Best Practice
Effective background screening programs, policies and procedures are understood to be a best practice in the hiring process for enterprise organizations. The four strategic factors driving the development of comprehensive screening programs for enterprise organizations include risk management, quality of hire, regulatory compliance, workplace safety and security.

In addition, many companies also have policies to conduct ongoing screenings on existing employees, and requirements for screenings to be done on the extended workforce, including temporary, contract and vendor employees.

Unique Challenges for Enterprise Organizations
War for Talent – By confirming an applicant’s qualifications, organizations can do their best to ensure that the right person is placed in key positions, which reduces employee turnover and improves retention rates. Another key priority in the corporate war for talent is speed to hire.

Traditionally, background checking had been a slow process, but using new technology to improve efficiency, eliminate redundancy and reduce the potential for errors has greatly shortened the turnaround time for background checks, speeding up the hiring process for competitive advantage.

Distributed Collaboration – Another important trend leading to greater complexities in managing a screening program is globalization and the need for collaboration and consistency among multiple distributed locations. Organizations with multiple hiring offices around the world must develop screening policies and procedures that ensure consistency in the hiring process to meet legal, regulatory and security requirements.

It’s important that the screening program provide a way for human resources, hiring managers, security and other interested parties to be able to collaborate throughout the screening and hiring process for improved efficiency, effectiveness and consistency.

Extended Workforce – Organizations are relying more upon the extended (non-employee) workforce and as a result, companies are now recognizing that this portion of the workforce has traditionally represented a major security gap. Many of these employees have access to personnel, facilities, data and systems, without first being vetted through the comprehensive screening process used for employees.

To rectify this, organizations are instituting extended workforce screening procedures, but it’s a complex process because of the broad types and numbers of different roles held by the extended workforce. Further, each type of worker must be screened according to the level of access provided, consistent with corporate policies and in compliance with relevant regulations.

Transactional Systems versus Enterprise Screening Management Solutions
Current transactional screening systems do not address this wide range of challenges and complexities, leaving enterprise organizations to manage the screening process through multiple, disparate, discrete, and often manual systems. Driven by new demands, the tactical, transactional background screening process is evolving into strategic workforce screening, and technology is making this shift possible.

To institute a screening program that addresses all of the challenges and complexities represented in today’s enterprise environment, organizations must implement a comprehensive, strategic solution for workforce screening. Following are the key demands a screening solution must meet:

  • Management of the entire background screening program for applicants plus employee and non-employee workforces from a unified program
  • A supportive and interactive experience for users within an organization as well as their applicants and the existing workforce to ensure a productive and rewarding outcome
  • Capabilities to establish a centralized policy, while managing its execution in multiple national and global locations
  • Tools to ensure compliance with ever-changing global, federal, state and industry-specific regulations while supporting privacy protection and facilitating periodic audits and reporting
  • Integration capabilities with existing systems to streamline workflow, leverage existing technology investments, reduce training requirements and limit operational impacts
  • Ability to manage U.S. employment eligibility requirements, verifications and documentation using automated processes with electronic forms and instant E-Verify checks

A strategic unified screening solution provides program consistency and better hiring decisions. Web 2.0 technologies enable better communication and deeper collaboration among various team members dispersed at multiple locations around the world, including those representing human resources, security and the hiring manager, while enforcing the consistent application of corporate policies using automated processes and electronic forms.

A comprehensive enterprise screening management solution increases productivity, integrates seamlessly with existing technologies and systems, and enables the expansion of the screening program to address the entire workforce simply and efficiently requiring minimal resources. Assure your screening program has these features and more, or fall below the consistently rising bar of background screening.

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HireRight

HireRight is a leading provider of on-demand employment background checks, drug and health screening, and electronic Form I-9 and E-Verify solutions that help employers automate, manage and control background screening and related programs.

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The HireRight Blog is provided for informational purposes only. It is not intended to be comprehensive, and is not a substitute for and should not be construed as legal advice. HireRight does not warrant any statements in the HireRight Blog. Any statutes or laws cited herein should be read in their entirety. You should direct to your own experienced legal counsel questions involving your organization’s compliance with or interpretation or application of laws or regulations and any additional legal requirements that may apply.