How Long is a Background Check Good For?

Michelle Wilson - July 1, 2023

You find the position you are looking for, you write your cover letter, you submit your resume, and you’re still only part of the way to landing the job. Upon a second review, you see the requirement for a background check. Fortunately, it’s a one-time thing, right? Wrong.

A background check does not remain valid forever. Instead, as a rule of thumb, experts suggest that a background check is good for 2-5 years, although this number may vary when considering the following details below.

Understanding the Nature of Background Checks

As frustrating as a background check may be, consider the context. A background check is an employer’s one opportunity to conduct an in-depth review and investigation of an individual’s personal, professional, and sometimes criminal history. During this step, they can gather information from various sources to assess the person’s character, qualifications, and potential risks, to ensure you are exactly who you say. Employers, landlords, and educational institutions are among the most common parties that will conduct a background check, but they aren’t necessarily the only ones.

Depending on who conducts this background check, the specific needs and requirements may vary. That said, some of the most common background checks include criminal background checks, employment history verification, educational verification, credit checks, and reference checks. Each type serves a specific purpose, such as ensuring a safe work environment, confirming qualifications, assessing creditworthiness, or evaluating trustworthiness.

Why Do Background Checks Have a Time Limit?

While federal regulations don’t set a specific time limit for criminal background checks, some states have passed laws limiting the lookback period. These laws vary depending on the position’s salary, typically ranging from seven to ten years for convictions. For instance, in California, if the salary offered is at least $125,000, the CRA can go back as far as ten years, but if not, the maximum allowed reportable period is seven years.

It’s important to note that publicly available records may not extend beyond seven years, even in states without specific limitations. Each county has its record-keeping practices, and many county criminal courts only provide seven to ten years of information.

When Should You Consider Re-Running a Background Check?

Although there is no correct answer, online data from a human resources organization found that 94% of organizations perform background checks on employees during pre-employment. Although the frequency of rescreening employees varies among employers, the same data revealed that 48% of organizations conduct periodic background checks on current employees.

Why is this the case? Most employers understand that circumstances and people can change over time, and individuals may find themselves involved in activities or behaviors that would raise flags on a background check. By re-running background checks every couple years, employers can identify any new criminal activities, license revocations, or other relevant information that may have emerged since the initial screening.

Employees Working With Vulnerable Populations

If employees have direct contact with vulnerable individuals such as children, the elderly, or those receiving healthcare treatments, it is essential to periodically rescreen them. This helps maintain the safety and well-being of the individuals they serve.

Changes In Job Responsibilities

When an employee takes on new or different responsibilities that were not part of their initial screening, it is prudent to rescreen them. For example, if an employee transitions from a customer service position to one that involves driving a company vehicle, a motor vehicle report (MVR) should be obtained to ensure they meet the necessary requirements.

Access to Sensitive Information

Employees who have access to financial or sensitive data should be screened on a continuous schedule, typically every two years. This helps protect the confidentiality and integrity of the information they handle.

Workplace Accidents or Concerning Behavior

If an employee is involved in a workplace accident or there is documented evidence of behavior indicating substance abuse or criminal activity, it may be necessary to conduct a rescreening. This is done to ensure the safety of the workplace and mitigate potential risks.

It’s important to note that when conducting rescreening, employers must follow legal requirements and obtain the employee’s consent. Additionally, for workplace accidents, it is crucial to adhere to liability protocols, such as requiring employees involved in accidents to undergo drug testing within 24 hours of the incident.

Exploring the Types of Background Checks to Conduct on an Ongoing Basis

Maintaining up-to-date background checks is crucial for individuals and organizations alike. While some checks, such as employment and education verification, may not require frequent updates, other types of information require regular review. Whether you are an employer seeking to keep the workplace safe or an employee wanting to ensure you can keep your position, reviewing the following examples will only be to your benefit. According to online data from the Association of Certified Fraud Examiners, organizations that implemented regular background checks experienced a 50% decrease in fraudulent activities compared to those without such screening measures.

Criminal Records Checks

Criminal records can change over time, even after an individual has been hired or admitted into an organization. Regularly screening employees for criminal offenses helps mitigate potential risks and protect your business or community.

For instance, consider a scenario where you hired a bookkeeper with a clean criminal record. However, two years later, the bookkeeper is convicted of felony theft. If you hadn’t conducted a rescreening, your company expose itself to significant losses resulting from employee theft or fraud. Ongoing criminal record checks can help identify any disqualifying offenses and enable you to act appropriately.

Driving Records Checks

If your employees are required to drive as part of their job responsibilities, it’s crucial to periodically review their driving records. This step is particularly important as driving violations or license suspensions can impact their ability to safely operate vehicles on behalf of your organization.

Imagine employing someone who regularly drives a company vehicle. After two years, that employee is convicted of a DUI and loses their driver’s license. Without conducting a rescreening, you may be unaware of their changed driving status. If this employee causes an accident while driving your company vehicle, your organization could face legal consequences and substantial liability. Regular driving record checks help you stay informed about recent violations and make informed decisions regarding employee driving privileges.

Professional License Checks

For certain professions that demand specific licenses or certifications, conducting ongoing checks to verify the validity of those credentials is essential. This practice holds particular significance in industries like healthcare, law, finance, or engineering, where staying up-to-date with qualifications and licenses is vital for maintaining professional standards.

However, it’s not just employers who can benefit from these ongoing checks. As an individual, it’s crucial to stay aware of the status of your own licenses and certifications. You can take proactive measures by periodically running a free background check on yourself to ensure that your professional credentials remain active and valid.

Credit History Checks

In some industries, such as financial services or positions involving fiduciary responsibilities, ongoing credit history checks can provide valuable insights into an employee’s financial stability and trustworthiness. Public data suggests that this amounts to 47% of organizations hiring for positions that involve financial responsibility or access to sensitive financial information.

Regularly reviewing credit reports allows you to monitor any significant changes, such as increasing debts, bankruptcies, or financial mismanagement. While conducting credit history checks must comply with applicable laws and regulations, they can serve as an additional layer of due diligence for certain roles within your organization.

Factors Affecting the Validity of Background Checks

Although you can find some of the whys behind a background check expiry in the previous section, there are a couple of other reasons why an employer or other authoritative body may request another one.

Timeframe Limitations Set By Regulatory Bodies

Regulatory bodies or industry standards can influence the validity of a background check by specific timeframe limitations they set. These limitations define how far back an employer or organization can consider an individual’s background when hiring or making decisions.

For example, certain industries, such as finance or healthcare, may have stricter regulations requiring background checks to cover a longer period, often up to seven years.

Understanding the applicable laws and regulations in your industry or region is crucial to ensure compliance and make informed decisions based on the most relevant information.

Evolving Nature of An Individual’s Background Over Time

Another factor influencing the validity of a background check is the evolving nature of an individual’s background over time. People’s circumstances and behaviors can change, and past incidents may become less relevant or indicative of their current character or qualifications. For instance, a minor offense committed many years ago may not accurately reflect an individual’s current behavior or suitability for a particular role. HireRight, a leading background check provider, shares that 53% of organizations consider convictions seven years or older less relevant when assessing a candidate’s suitability for employment in online data.

However, certain serious offenses or criminal convictions may have a longer-lasting impact on an individual’s background and may remain relevant for an extended period. It is essential to consider the recency and significance of the information obtained in a background check to assess its validity in the present context.

Relevance of The Background Check To The Context

The relevance of a background check to the specific context or position is a crucial factor in determining its validity. Different roles or positions may have varying requirements and levels of scrutiny. For instance, a background check for a sensitive position involving financial management may delve deeper into an individual’s credit history and financial integrity than a role that doesn’t handle financial matters.

Similarly, the relevance of specific information may vary based on the nature of the job, such as driving records for a position involving transportation. Evaluating the applicability and significance of the information obtained in a background check ensures that the assessment remains valid and aligned with the specific context in question.

How Can You Be Sure The Background Check Information Is Timely?

The updated frequency of background check details can vary depending on the specific databases and sources of information. It’s important to recognize that different types of information are updated at different intervals, influenced by various factors. Below are two examples.

Employment History Updates

An individual’s employment history is subject to change whenever they switch jobs or experience changes in their professional status. As employees transition to new positions or roles, their employment records will receive updates accordingly. For employers, regularly conducting these checks on an applicant’s employment history can help capture the most recent and accurate information.

Credit Reporting Bureau Updates

Credit information, such as credit scores and payment history, is typically reported to credit reporting bureaus by creditors regularly. Most creditors update credit information every 30 days, ensuring timely updates on an individual’s financial activities, debt obligations, and creditworthiness. Regular checks on an individual’s credit report can provide the most up-to-date insights into their financial status.

It’s worth noting that the updated frequency of criminal records varies between jurisdictions. Some jurisdictions may update their criminal records more frequently, while others may have longer intervals between updates. This discrepancy can impact the availability of recent criminal information during a background check.

Frequently Asked Questions

Can A Background Check Be Reused?

Although it is up to your discretion, it is generally not advisable to reuse the information obtained from a pre-employment background check. Reusing such information can potentially violate the Fair Credit Reporting Act and related privacy laws that govern the use of background check data. These regulations mandate that background checks are conducted for specific purposes, such as evaluating an individual’s eligibility for employment. Therefore, if you use the information for other unrelated purposes without proper consent you may find yourself butting heads with legal.

Why Should You Screen Employees on an Ongoing Basis?

Conducting ongoing background checks on employees offers several important benefits that enhance workplace safety since it allows employers to screen employees regularly for any new criminal activities, offenses, or disqualifying factors that may have arisen after their initial hire. Moreover, ongoing background checks help mitigate liability risks for your company. By proactively identifying any new legal issues or disqualifying factors, you can take appropriate action to minimize potential harm to employees, customers, and stakeholders and reduce the likelihood of legal disputes if things go wrong.

What Legal Requirements Should Employers Follow for Continuous Background Screening?

Ensuring legal compliance for continuous screening is essential to protect the rights of employees and guarantee fair hiring practices. Therefore, before conducting another background check on a current employee, employers must provide written notification to employees that they will be subject to a background check and that it may impact their employment eligibility. This notification should be a separate document, distinct from the employment application, and communicate the purpose and potential consequences of the background check. The second factor is that employees must receive written consent before a background check occurs. This consent should be voluntary, informed, and documented in writing.

The Bottom Line

Regular background checks may be time-consuming, especially if you are not making major changes in your life. However, you likely agree that you like being in a work environment or caring for someone who has passed a check verifying they only have the best intentions in their role. Therefore, if you have any concerns about a repeated check, you might consider asking your employer the frequency that you can expect these reviews or choose to conduct a background check on yourself to make sure all information about you is up-to-date and accurate.