Employee screening programs have become an integral part of businesses and organizations worldwide. These programs are essential tools for ensuring that potential hires align with company values, have the necessary skills and experience, and do not pose potential risks. However, just as it is essential to conduct these screening processes, it is equally important for companies to regularly audit their existing employee screening programs. By doing so, companies can ensure that their screening process is up-to-date, streamlined, and appropriately mitigates company risk by properly screening each class of employee.
The Dynamic Nature of Roles in the Workplace
One of the primary reasons to audit employee screening programs lies in their dynamic nature. The landscape of work, job roles, industries, and even laws related to employment are continually evolving. Consequently, what worked a few years ago may no longer be effective, compliant, or relevant.
For instance, the digital transformation has significantly influenced every industry, leading to the emergence of new roles and skills. Thus, a screening program designed a few years back might not include the specific checks required for these new roles. There could be a need for different types of screenings or the addition of drug testing and occupational testing.
It is important to work with a FCRA compliant Employee Screening vendor – such as MyHRScreens - to perform regular audits to identify and rectify these gaps, ensuring your screening programs are always current, compliant and applicable.
Streamlining Employee Screening Process
Another critical benefit of auditing employee screening programs is the opportunity to streamline the process. As companies grow and evolve, screening processes might become complex, costly, or inefficient. An audit can reveal such issues and help the organization to eliminate redundancies, optimize costs, and improve the efficiency of the screening process.
For instance, companies may find their screening process is labor intensive due to not utilizing a vendor that has up-to-date technology. Today’s technology allows for numerous ways to increase efficiency and compliance. Some examples include:
Integrations with applicant tracking systems and onboarding systems which reduces the HR teams need to perform data entry or collect authorization forms (which are signed electronically)
Custom workflows that can be designed to route screenings with a “hit” to a central department to be reviewed and make the hiring determination to ensure employees meet company compliance requirements
By auditing their screening program, companies can identify such inefficiencies and risk and streamline their processes, ultimately saving time and resources.
Appropriate Screening for Different Employee Classes
Different classes of employees have different risk profiles and thus require different levels of screening. For instance, a role with financial responsibilities might require a more extensive background check compared to a role without such responsibilities.
Without a regular audit, it's easy for companies to overlook these differences and apply a one-size-fits-all approach, which can lead to inadequate screening for high-risk roles and unnecessary screening for low-risk roles. By working with your employee screening vendor to review screening options, companies can audit their screening program to ensure that each employee class is screened appropriately, thereby effectively managing and mitigating potential risks.
Mitigating Company Risk
Ultimately, the goal of an employee screening program is to mitigate company risk. By hiring individuals who are a good fit for their roles and the organization as a whole, companies can reduce the risks associated with poor performance, turnover, and legal issues.
A well-audited screening program not only ensures that the company is hiring the right people but also that it is compliant with all relevant laws and regulations, such as the adverse action process which further reduces legal risks. For example, companies must comply with the Fair Credit Reporting Act (FCRA) and Equal Employment Opportunity Commission (EEOC) guidelines when conducting background checks. Regular audits can ensure compliance with these and other regulations, preventing costly lawsuits and protecting the company's reputation.
The importance of auditing existing employee screening programs cannot be overstated. It enables businesses to stay up-to-date in an evolving business landscape, streamline processes for efficiency, ensure appropriate screening for different employee classes, and effectively mitigate company risk. By incorporating regular audits into their operations, companies can optimize their hiring processes, foster a safe and productive work environment, and set themselves up for lasting success.