Screen Your Screener: Vendor Assessment Checklist

You’ve taken on the challenge of selecting a background screening provider, alone or with your team. This is a crucial choice for any company. Unfortunately, the variety of available solutions can feel endless, while the technical detail can easily overwhelm. 

Who has the time to figure out a process to screen the screeners? How can you find your way to the best possible partnership, without feeling like you’re studying for an advanced degree in background check essentials? 

Fear not—we’ve compiled this easy-to-use checklist  to help you engage in informed conversations. We’ve even included extra information with each question to help you weigh the input you receive.

And so, without further introduction, here are the 10 most important areas to examine and what to look for in each.

1. Service Quality

Maybe it goes without saying (even though we’re saying it!) but a primary concern must be quality. No one benefits from shoddy, incomplete background checks, after all. You’ll want to start any provider review with questions like these:

• Are the background checks accurate? Incomplete reports, let alone ones littered with errors, can lead to uninformed hiring decisions. If a provider fails to uncover a previous fraud conviction, for example, you might hire a comptroller with a job-related criminal record (one you never saw!) and risk financial and reputational damage. Eek!
• Are the background checks timely? You want to get it right, but you don’t want the process to take too long, lest your competitors swoop in and steal your top candidates. Working with a partner capable of providing 24-hour turnaround in many, if not most, situations offers real advantages, especially in tight labor markets.
• Is the service reliable? A great experience this time, an abysmal one after that, and a ho-hum performance for a stretch of five searches in a row—inconsistent quality like this can disrupt your hiring process and erode trust. The challenges surrounding a background check will vary from candidate to candidate and from jurisdiction to jurisdiction. The best providers have processes that ensure that you, the client, can’t tell the difference between a “hard” background screening and an “easy” one. Because each and every report is impeccable and delivered on time.

2. Compliance and Security

When you find evidence of high-quality service, take the next step and verify that it is compliant with relevant laws and regulations. Better yet, give bonus points for companies that proactively help your organization maintain compliance!

You can start by asking:

• Does the vendor comply with FCRA, state and local laws, and other regulations covering Consumer Reporting Agencies (CRAs) and the use of individuals’ background information? Need a translation? Any provider you work with should be obsessed with toeing the line of the Fair Credit Reporting Act (FCRA), and applicable state and local laws. The legislative and regulatory landscape is simply too complex to entertain any but the most fastidious vendors.
• How often are compliance practices updated? When it comes to compliance, the only constant is change—it may be an old saw, but it’s absolutely true in a field where federal, state, and local legislatures and regulatory bodies are passing new laws, issuing new rules, and enhancing their guidance. All. The. Time. Keeping up with compliance requires dedicated expertise, true commitment, and proven processes. Your potential vendors should be able to “wow” you with how they go about it. 
• What security measures protect sensitive data? How does the company defy hackers, protecting your company and candidates from potential harm? Look for robust use of encryption, secure servers, and regular security audits, to name just a few essential measures. Based on what you’re hearing and reading about their cybersecurity measures, would you trust this vendor with your name, social security number, and personal details? If you feel squeamish at the thought, move on. 

3. Communication and Support

Imagine you have a new type of recruitment activity requiring different elements in the background check. You’re not sure how to build a new profile. What do you do?

Hopefully, you quickly and easily get help from a responsive provider! 

This is just one example of where communication and support shine, so probe your vendor shortlist to determine:

• How easy is it to communicate with the provider? Are you limited to DIY solutions or filing written trouble tickets that take time to resolve? Or can you get a quick response over email or chat, or pick up the phone and talk with someone with the knowledge you need? Don’t underestimate the importance of communication and support in sticking to your hiring timelines!
• Will you have a dedicated account manager and support team? When your contacts at the vendor organization really “get” your needs, everything is easier. A dedicated account manager can offer tailored advice and solutions based on your company’s unique requirements—making for a more efficient screening process and one that fits like a glove as well.

4. Technology and Innovation

With the rapid advancements in the background screening field, you certainly want to screen out any vendor with solutions that are “so 2019.” It’s not “keeping up with the Joneses” when the accuracy and efficiency of your background checks is at stake. Be confident with this line of questioning:

• What advanced technologies does the vendor apply to background screening? Don’t be afraid to ask follow-ups here! The right vendor should not only name-drop database terminology and automation protocols—they should be able to explain how the technologies will make your background checks faster, better, easier, and more seamlessly integrated with your workflows.
• What innovative solutions are on offer? Automated fulfillment, real-time updates, and other product enhancements can streamline your hiring process, save time, reduce manual errors, and more. Plus, the less time you spend on the mechanics of background screening, the more time you can devote to leveraging the results to make more informed hiring decisions. It’s not just about cool tech; it’s about making you better at your job. 
• How user-friendly is the platform? Don’t take a vendor’s word for it (the marketing claims are all the same anyway). Request hands-on product demos so you can really see what’s what. How many clicks does it take to order a report? How many key functions are hidden on screens that are difficult to navigate to or remember? Could your kid order a background report—not that you want them to, but highest-quality systems are that kind of intuitive.
• Does the system integrate with your HR tech stack? Hiring talent is complicated enough without having to juggle multiple, disjointed platforms. Doing so only increases the odds of dropped balls and “oops, I didn’t see that report had come in!” delays. Seamless integration with your existing applicant tracking system (ATS)—and/or any you’re looking at if you’re making a change—is a good starting place here. 

5. Cost Efficiency

There’s a difference between cheap and cost-effective. We’re not recommending that you rush for bargain-basement providers—that’s why we listed a service-quality check at #1 on this list. For providers that make the quality cut, we are, however, suggesting that you examine the value you’ll receive for each dollar spent:

• How does the provider’s pricing stack up against the competition? Are you being offered comprehensive background checks at a competitive price? How does the vendor fit your budget? If the provider is more expensive than others on your shortlist, what are you getting for the added investment? 
• Are there hidden fees or unexpected costs? Maybe you’re in the market because you’ve been frustrated by your current vendor’s lack of pricing transparency. Nickel-and-diming adds up! That’s why it’s so important to understand all the potential line items, like expedited service fees. Push for a clear explanation of what’s included and what’s not in various screening packages. And compare apples to apples. For instance, rush charges might be rare (or might not apply at all!) if you work with a provider with a record of quick turnaround. 

6. Customization and Flexibility

Your background screening needs are unique. Your solution should be as well. Maybe you face an annual fire drill of seasonal screening and hiring. Maybe you’re suddenly asked to relocate staff from overseas and bring their background checks into the North American fold. Whatever is thrust at you, well, you need what you need to get through. Peer into that crystal ball and try to predict how each potential vendor would respond in various scenarios.

• How will the vendor customize their services for you? If the answer is “not at all,” walk away. There are better options out there. If your industry requires specific checks, such as driving record searches, drug testing, or social media searches , you should have access to precisely these options. 
• How does the vendor accommodate special requests? Again, if you start hearing “one size fits all” in all the provider’s responses, this isn’t the background screener you’re looking for. Managing specific circumstances as they arise should be par for the course—any vendor that doesn’t see it that way should be embarrassed. 
• How will the solution scale as your business grows? Your organization will continue to grow and thrive (knock on wood, or count on your exceptional talent management!). You don’t want to go through this whole process again in a year or two or five because your background screening platform can’t keep pace. Look for a vendor’s ability to cope with increased volumes and complexity without compromising on quality or speed. 

7. Performance Metrics

How will you recognize success—and how will you measure how well the vendor keeps up the good work? Clear metrics, that’s how. Here’s your question list:

• What performance metrics will be established? Consider factors such as turnaround time, accuracy rate, and customer satisfaction. 
• How often will you receive performance reviews and updates? Does the cadence meet your expectations and drive accountability? Quarterly performance reviews, for example, put you in position to address issues proactively and spur continuous improvement and alignment.
• How can the solution help you analyze your hiring results? Yes, you want to know your vendor is living up to their promises, but you also want to know how you’re doing. Where are the opportunities for improvement and optimization? Built-in data analytics can help you refine screening criteria, manage costs, and boost hiring outcomes. 

8. References and Reputation

In our opinion, every marketing claim that a vendor makes should be referenceable. Clients should say the same thing and highlight the same advantages as the vendor does. The social proof is in this pudding!

• What do other clients say about the service? Read those case studies, watch the testimonial videos, and dig up reviews—including ones the vendor doesn’t supply. One disgruntled write-up isn’t necessarily a deal-breaker, but dozens of them? Puh-lease!
• Can the vendor provide proof of industry expertise? Ask for references and case studies in your field. You may even want to talk to others in the industry to get the skinny on how the vendor deals with background screening requirements specific to or especially important in your sector.
• What’s the buzz? In other words, what’s the market reputation? Is the vendor widely trusted and respected? Or would you be taking a risk on a new market entrant or one that’s swearing they’ve improved since all those negative comments started to spread? 

9. Integration Capabilities

We mentioned integration briefly but let’s dive deep. You want streamlined workflows and this is how you’ll arrive at that nirvana (with the questions to take you there).

• Can the vendor’s system integrate? Consider the HR and ATS systems you use. How will the vendor reduce manual data entry and potential errors by integrating across these platforms? For instance, will candidate information transfers be automated? 
• How straightforward and well supported is the integration? You heard a “yes” to the above. Beware buyer: integration is more than a yes/no checkbox. Kludgy workarounds are sometimes billed as “integrations.” Don’t fall for this tactic. Look for respected integrations, superior technical support, and a tried-and-true customization and onboarding process. 

10. Overall Fit

Lastly, sum it all up for yourself:

• Does the vendor align with your company’s value and culture? Is this a business you really want to do business with? Are you impressed by their proven dedication to transparency, ethical practices, care for their people and you as a client? Trust your gut.
• Is this company a good long-term partner? Based on everything you’ve found out, are you confident the provider can support your business as it grows and evolves, providing high-quality, consistent, customizable, and responsive solutions over the long haul? If concerns are nagging at the back of your mind, now is the time to get more information or documentation so you feel good about the final choice!

We aren’t about to brush off the challenges ahead—choosing the right background screening provider can be difficult.

There are a lot of options out there, and it sometimes takes close attention and many follow-up questions to cut through the marketing hype and industry jargon to understand what you’ll really be getting. (Nota bene: If you feel like you’re scything through fields of unsupported claims, take this is a warning sign!)

Here at Asurint, we’re sure we can help you cut to the chase, though. Reach out to [email protected]. We’d be honored to serve as your trial run interviewing potential background screening partners. And we might just impress you so much with our “give it to you straight” approach, you could land on the right screening partner right away!