Conducting employee background checks during the hiring process is standard practice. However, many employers overlook the importance of updating background checks throughout an employee’s tenure. As laws evolve, job roles change, and individuals’ circumstances shift, regular workforce rescreening protects your company and strengthens trust with clients and customers. Below, we look at how often you should update employee background checks and why such periodic reviews are essential.
How Often Should Background Checks Be Updated?
Let’s get straight to business. The frequency of background check updates can vary depending on several factors:
Industry-Specific Requirements
Some sectors, such as finance or healthcare, may have regulatory mandates for more frequent checks.
Role Sensitivity
Positions involving work with vulnerable people or access to sensitive information may require more frequent updates.
Organisational Policy
Companies may establish their own policies based on risk assessment and industry best practices.
As a general guideline, consider the following update frequencies:
- Criminal record checks – Annually for high-risk roles, every 2-3 years for others
- Right to work checks – Annually or more frequently for time-limited visas
- Professional licence checks – Annually or as per licence renewal requirements
- Financial checks – Annually for roles with significant financial responsibilities
- Social media checks – Bi-annually or annually
Why Are Regular Background Check Updates Important?
Regular updates to employee background checks play a vital role in protecting an organisation’s integrity, reputation, and overall security. Here’s why they are essential:
- An employee’s situation can change over time, potentially affecting their suitability for their role.
- Staying up-to-date with the latest legal requirements and industry standards is crucial.
- Regular checks help identify potential risks before they escalate into serious issues.
- Demonstrating a commitment to ongoing due diligence can enhance stakeholder confidence.
What Types of Background Checks Should Be Updated?
When considering which background checks to update, employers should focus on the following key areas:
Criminal Record Checks
Criminal conviction checks, including basic, standard, and enhanced DBS screenings, should be updated based on the nature of the employee’s role and any changes in their criminal history.
Right to Work Verification
It’s important to ensure employees maintain their legal right to work in the UK, especially if their immigration status changes.
Professional Licence and Qualification Checks
For roles requiring specific certifications or licenses, verifying that employees still hold the necessary qualifications and comply with industry regulations is crucial.
Financial Checks
Employees in roles with financial responsibilities may require periodic credit checks to ensure they maintain a sound financial standing, reducing the risk to your business.
Social Media Checks
Reviewing employees’ public social media profiles regularly can help identify potential reputational risks arising from their online activity.
What Are the Legal Considerations for Updating Background Checks?
When implementing a background check update policy, it’s crucial to consider the legal implications:
Data Protection and Privacy
Employers must comply with GDPR and the Data Protection Act 2018. This includes:
- Obtaining explicit consent for each check
- Ensuring data is processed fairly and lawfully
- Storing information securely and only for as long as necessary
Employment Law
Regular background checks must not be discriminatory or violate employee rights. Employers should:
- Apply checks consistently across similar roles
- Provide clear policies on the consequences of check results
- Allow employees to dispute or explain any negative findings
Rehabilitation of Offenders Act 1974
Employers must be aware of spent convictions and treat them appropriately according to the law.
How Can Employers Implement an Effective Background Check Update Process?
To establish a comprehensive background check update system, consider the following steps:
- Create a comprehensive policy outlining the types of checks, frequency, and procedures. Ensure this policy is communicated clearly to all employees.
- Secure written consent from employees for ongoing checks, explaining the purpose and potential consequences.
- Partner with reputable background check companies like Advanced Vetting to ensure thorough and compliant screening processes.
- Keep detailed records of all checks performed, including dates, results, and actions taken.
- Ensure HR staff and managers understand the background check update process and its importance.
- Implement a system for reviewing check results and taking appropriate action when necessary.
- Keep abreast of changes in legislation and industry best practices to ensure your process remains compliant and effective.
What Are the Potential Challenges in Updating Background Checks?
While updating background checks is crucial, it’s not without its challenges:
Employee Resistance
Challenge: Some staff members may feel that ongoing checks infringe on their privacy.
Solution: Clearly communicate the reasons for updates and how they benefit the organisation and employees.
Resource Allocation
Challenge: Regular checks can be time-consuming and costly.
Solution: Prioritise roles based on risk and use efficient screening services to streamline the process.
Data Management
Challenge: Handling increased volumes of sensitive information can be complex.
Solution: Implement robust data management systems and train staff in data protection practices.
False Positives
Challenge: Updated checks may reveal information that appears concerning but is ultimately irrelevant.
Solution: Establish a fair review process that allows employees to provide context for any findings.
How Can Advanced Vetting Help with Updating Background Checks?
Advanced Vetting offers comprehensive solutions for organisations looking to implement or improve their background check update processes:
- Customised solutions based on your industry and specific role requirements.
- In-depth knowledge of UK employment law and data protection regulations.
- Streamlined procedures to minimise disruption to your operations.
- Ability to conduct international checks for a diverse workforce.
- Expert guidance on interpreting results and staying compliant with evolving regulations.
A Proactive Approach to Workforce Integrity
Regular updates to employee background checks are not just a best practice – they’re essential to maintaining a safe, compliant, and trustworthy work environment. By implementing a well-structured update process, organisations can demonstrate their commitment to integrity, mitigate potential risks, and make informed decisions about their workforce.
Partner with Advanced Vetting Today
Whether you’re looking to establish a new background check update policy or enhance your existing pre-employment screening and vetting processes, partnering with a specialist like Advanced Vetting can provide the expertise and support needed to navigate this complex area effectively. Contact us today.
