To hire the right candidate, you need the right information. Background check data gives you valuable insights into an applicant’s education, employment, criminal history, and more. But it’s not as simple as pulling all this information from a single database.
The information in background check reports comes from a variety of sources, such as state agencies and county courthouses. Understanding the source of this data and what it tells you can help you make more confident hiring decisions.
In this article, we’ll break down the different types of background check data and explain how a holistic approach to screening can improve your hiring process.
Want to make more informed hires? Partner with InCheck for accurate, reliable background screening data.
What Information is in a Background Check Report?
A background check report is a collection of data that helps employers verify information and evaluate candidates. The information in background checks can vary, depending on the types of screening performed. A background screening report can include some or all of the following data:
- Criminal records at the county, state, and federal levels
- Sex offender registry records
- Employment and education history
- Driving records
- License verification
- Credit reports
It’s a common misconception that there are unified background check databases containing all this information. In reality, background check companies pull this data from multiple sources, such as county courthouses, state departments of motor vehicles (DMVs), and third-party services.
From criminal records to license verification, every type of background screening data can provide useful insights for employers and hiring managers. Now, let’s take an in-depth look at each type of data, where the information comes from, and how it can support accurate background screening results.
Identity and SSN Trace Data
When running a pre-employment background check, you need to be sure you’re screening the right person. That’s why most background checks begin with a Social Security number (SSN) trace and address history. This trace validates a candidate’s Social Security number and provides valuable pointer data, such as past addresses, maiden names, and aliases.
It’s essential to have this information because it supports accurate searches, streamlining the rest of the background check process. If a candidate has provided inaccurate identity information, either by mistake or intentionally, an SSN trace can identify these issues before they cause problems with other screenings.
SSN trace data usually comes from these sources:
- State DMVs
- Credit bureaus
- Identity verification services
Note that SSN trace findings are never published on a pre-employment screening report due to Fair Credit Reporting Act (FCRA) guidelines, which prohibit reporting of data that cannot be used in making a hiring decision.
Criminal Records Data
Many people associate background checks with criminal records. While background checks can contain far more data, criminal records are a core part of most screening packages. This data can include:
- Misdemeanor and felony convictions
- Sex offender registry status
- Active warrants
- Forfeitures
Criminal history can reveal insights into a candidate’s character and trustworthiness, leading to safer workplaces and reduced liability. In some industries, such as healthcare, employers must do criminal background checks to meet compliance requirements.
While a necessary part of background screening, criminal background checks also present some complexity. There’s no single national database where you can retrieve someone’s full criminal history. At the state and county levels, sources can vary widely, and jurisdictions may report information differently.
Typically, criminal history data comes from multiple sources, which can include:
- National criminal databases: These databases collect information from multiple sources, but coverage is incomplete because not every jurisdiction reports into them. Even so, they provide valuable pointer data that can help direct further searches at a local level.
- U.S. district and appellate courts: These courts record criminal cases prosecuted under federal law, like drug trafficking and wire fraud.
- State databases: These databases compile records from multiple sources, including state repositories, county courts, and corrections departments. Not all states maintain these databases and reporting may vary, so the information is generally used as pointer data rather than a primary source of verification.
- State criminal searches: These searches involve contacting the state directly to gather records submitted from county courts and agencies. Coverage varies by state, with some providing up-to-date information and others requiring the data to be used as pointer information.
- County courthouses: These records usually contain the most up-to-date information about felony and misdemeanor crimes, though it depends on the county.
- State sex offender registries: Searches at a statewide level provide records from a state database showing a person’s sex offender status.
- National Sex Offender Registry: At the national level, this database compiles records from each state, U.S. territory, and tribal registry. There may be delays, depending on how quickly states supply data to the national registry.
As you can see, conducting a criminal records search requires a comprehensive approach, which is why many employers choose to partner with a reputable screening provider. These companies have deep expertise and understand the best model for accurate, complete screening.
Employment and Education Data
Background checks commonly verify a candidate’s employment history and academic background. These screenings can confirm a candidate has the right qualifications for the job. On a background check report, employment and education data can include:
- Job titles
- Dates of employment
- Degree or diploma received
- Graduation dates
Sometimes, you can confirm these details directly with an employer or educational institution. However, many companies and schools won’t provide this data. Instead, they require screening providers to go through a national database to obtain this information. These databases often include:
- The Work Number: This national database provides verified information directly from participating employers. This data can include past work history and current job status.
- National Student Clearinghouse: The National Student Clearinghouse partners with educational institutions to confirm high school diplomas, postsecondary enrollment, and degrees.
Other Background Screening Data
Beyond those common checks, other types of background screening data can include:
Driving Records
Many companies choose to run motor vehicle record (MVR) checks on candidates for driving positions. MVR checks show a candidate’s driving record, including accidents and violations. This data typically comes from state DMVs.
License Verification
For positions requiring licensure, this verification can confirm an applicant’s credentials. It’s common in regulated industries, such as healthcare. Typically, screening providers verify this information directly with licensing boards and credentialing agencies.
Credit Check
This type of screening is most common for positions involving money or financial information. An employment credit check involves checking a candidate’s financial history. The data usually comes from credit reporting bureaus.
Social Media Screening
A social media background check reviews an applicant’s public posts to assess their online behavior. The information comes from social media platforms, including Facebook, Instagram, X (formerly Twitter), LinkedIn, TikTok, and YouTube.
Reference Check
A reference check involves contacting an applicant’s provided references, which usually include past managers, supervisors, and professional colleagues. Unlike other types of background check data, the information gathered during a reference check is subjective. It doesn’t come from a verified database or agency, but rather from other people’s opinions of a candidate.
Other Specialty Services
Beyond the services listed above, background screening companies may offer additional services tailored to specific industries. For example, some medical roles may require occupational health screening for safety and compliance. Partnering with a provider that offers customized screening solutions can help you get the right data for your hiring needs.
How Background Check Data Adds Value to Your Hiring Process
Depending on your organization’s size, industry, and employees, you may not need to collect all this data for every background check you perform. However, there’s value in doing tailored background checks with a variety of information, rather than relying on a single source.
A holistic approach to background screening can offer a well-rounded perspective of a candidate. Specifically, having access to multiple types of data can have these benefits:
- Lower the risk of missed red flags: By collecting data from multiple sources, it lowers the risk of important details slipping through the cracks, such as an unverified degree or a driving-related violation.
- Provide a complete picture of a candidate: Different types of background screening work together to provide a complete view of a candidate’s background, qualifications, and work history.
- Contribute to a safe workplace: Beyond criminal background checks, other types of screening can ensure new hires don’t pose a threat to employees, customers, or the organization.
- Protect organizational reputation: Thorough background screenings can help organizations minimize the risk of negligent hiring and protect their brand reputation.
- Lead to better hiring decisions: Having access to comprehensive screening data can help employers make more informed decisions and hire new employees with confidence.
Make the Most of Background Screening Data with InCheck
A background check is only as helpful as the data it provides. Without a single database containing all relevant information, employers must rely on multiple sources to screen candidates accurately and thoroughly. When combined, this background check data can help you make well-informed hiring decisions based on the whole picture — not just part of it.
Do your background check reports need better data? At InCheck, we provide reliable, verified background screening data gathered from a collection of sources, including federal courts, state agencies, county records, and other institutions, organizations, and services. Our team knows how to navigate complex databases while delivering accurate results quickly.
For more information about how we can support your background screening program, please contact us today.