Employers conduct a comprehensive investigation into various aspects of a candidate’s public (criminal) records and employment history during a background check.
Why is Background Check Necessary
When an employee enters an organization, it is important for the organization to know about the employee’s background. In India, today, where most employers rely on the resume submitted by the candidates as a determinant of their capacity to serve using their supposed skill set, background check has become a necessity. Businesses conduct background checks on potential employees to verify the genuineness of their resumes.
Hiring and recruiting are both time-consuming and costly investments. It is important to safeguard these investments by conducting a thorough background check. This short-term investment will always yield benefits in the long run.
Many job applications have discrepancies. So, a thorough background check is vital for selecting a deserving candidate suitable for the job. An in-depth background check, through a well-researched background verification process, before hiring the candidate, can help protect the reputation of the company from potential negative publicity often brought about by employees caught up in scandals.
Employers are also responsible for the actions of their employees. Therefore, this should serve as an incentive to make the correct hiring decision. Background checks help to ensure workplace safety by verifying criminal records of the potential candidates.
How is Background Verification Done
Organizations conduct background verification (BGV) by accessing information shared by candidates or available online. They verify credit history, identity (Passport, Aadhaar, PAN, etc.), criminal records, global databases, adverse media, and education credentials through government databases or online repositories. For employment and reference checks, they contact previous employers or managers via email or telephone. However, they still perform certain checks, such as address and company verification, through physical visits with geo-tagged photos.
Social Media
The social media handle often serve as a tool to give out vital information about the employee. It is easy for the employer to map out the interests, activities, and affiliations of the applicant. Inappropriate contents such as racist and homophobic slurs may work against the applicant. The background checks can be done both pre and post-employment. Usually, the background verification process takes around 3-10 days, but it may take even longer if the company wishes to do an in-depth background check.
The Few Common Background Verifications
Public Record: Organizations access candidates’ records from the court of law and criminal history from law enforcement agencies to avoid hiring potential liabilities. This is to ensure that the candidate’s values adhere to that of the organization.
Work History: The information regarding the employee’s past work history can be got from the previous employer like his/her work ethics, job role, performance, duration of work and overall conduct.
Education Records: The company may reach out to the college or university where the candidate has graduated from to match the credentials on the job application and to ensure that the degree is authentic.
Address Verification: Companies often send their representatives to the candidate’s physical location to verify their residence. A fraudulent address indicates the candidate’s willingness to hide his previous identity.
Who Conducts the Background Checks in India?
Companies or third-party agencies conduct background verification in India based on specific norms and the type of verification required. After completing the verification process, they send a report to the employer. When third-party agencies handle the process, they provide a fact-based report aligned with set parameters. Upon receiving the report, the company decides whether to hire the candidate in pre-employment verification or whether to retain the employee in post-employment verification. When the report is negative, the company may still choose to hire the employee only if the risk involved is minimal. Big companies hire third party agencies, whereas smaller companies have a team of HR to do the background check.
Background verification in India conducted by government firms and PSU’s is an extensive process where first, it requires you to submit a residential proof of where you have lived for six months in the last 4 years. Submitting proofs of your current local and permanent address is required. Based on the information, records are examined after obtaining them from the district magistrates or the police commissioners of the area. Finally, after the police stations checks and confirms the validity of the information, background check is verified.
Advancement of Technology Has Helped in The Process of Background Verification in India?
The Government of India has aided the background verification process through digital outlets that can be accessed virtually. Aadhar verification has helped background verification companies in India to conduct background checks on the information available. The government stores individuals’ biometrics and other personal data. It launched the NAD (National Academic Depository) to digitally store educational records, allowing employers to access them easily. One principal aim of this project is to eliminate fraudulent practices, such as forging certificates and mark sheets, through online verifications. NAD can be used as the single point verification center for all academic records. The NSR (national skills registry) launched by the government serves as the largest database for working professionals, which makes it easier for the employers to fact check the employees’ information.
Are There Legal Procedures Requiring Acknowledgement of the Candidate?
In the US, Rules set up by the United Equal Employment Opportunity Commission (EEOC) must be followed. These require that the employee must be notified in writing by the employer about the background check in a document separate from the employment application. Applicants must provide written consent for the background check. The business must state it clearly if pre-employment background checks are mandatory. Employers must inform employees about the background check, including their history, lifestyle, personal information, and reputation. Background check services should be FCRA (Fair Credit Reporting Act) compliant when trying to inquire about the credit report. This requires written consent from the employee. In case the company rejects the applicant based on the credit report. This way, if any misinformation arises, the applicant can correct it to avoid being excluded incorrectly.
There is absence of specific laws, legal requirements, or standards for companies in India to conduct background checks on prospective employees except for a few as mentioned above. The legal requirement is so vague that employers sometimes choose to ignore it. Yet, employers must be vigilant and sensitive of the data being used for the employee background checks and protect it from unlawful incursion.