18 May 2022

Are background checks hindering your hiring?

Automating background checks can prevent delays to the hiring process and reduce the risk of errors


Maryam Munir

Maryam Munir

Maryam Munir worked as a content marketing writer at Ciphr from 2019 to 2021, specialising in topics related to HR systems, recruitment, payroll software, and learning and development.


Recruitment and retention Technology


Right-to-work checks, criminal record checks and credit checks are just some of the background checks that need to be carried out during the recruitment process. These checks verify that candidates are who they say they are, ensure the right hire has been made, and ultimately protect organisations from any risks or threats. Carrying out background checks manually – or in systems that aren’t connected with your central HR software – can, however, be a time-consuming process and can actually hinder the hiring process for both HR and candidates.


How do manual background checks impact HR?

  • Labour-intensive – manually carrying out background checks requires a lot of time and effort because data has to be entered from one system into the other
  • Increased risk of errors – wherever there is human input, there is likely to be a risk of error. If the relevant identity and background checks are not carried out, this error could mean the right hires are not made and could increase the risk of a security breach
  • Inconsistent record-keeping – if HR teams are dealing with a large number of new starters, information could end up elsewhere and records may not be as accurate. As a result, HR may not know which background checks have been carried out and which still need to be carried out
  • Data privacy and security – storing sensitive personal data in insecure formats, such as emails and in Microsoft Excel, increases the likelihood of data security breaches. Using a secure, digital identity or background-checking provider, whose software is integrated with your HR system, will help to mitigate this risk
  • High cost – depending on how many checks are required, and the types of background checks that are being carried out, there may be a high cost. HR teams will therefore want to minimise the volume of checks being carried out unnecessarily


What’s the impact on the candidate experience?

  • Delays to the hiring process – background checks take time to be carried out. If these checks take too long, candidates may be tempted to withdraw their application and apply elsewhere
  • Checks made too late in the recruitment process – if a candidate accepts a job offer and background checks are then conducted but not passed, the individual may not be able to start their new role
  • Not integrated with the ATS – if candidates are using HR recruitment software or an applicant tracking system (ATS) to apply for a job but the background checks are not integrated with the recruitment platform, candidates might not know what they need to do. This confusion could, as a result, lead to them withdrawing their application


Time to automate background checks

By choosing to automate background checks with tools like Ciphr HR’s identity and background checking functionality – which integrates with Ciphr iRecruit to automatically identify candidates and roles for which checks need to be carried out – HR teams and candidates can benefit from a more efficient, accurate and secure process.


How can Ciphr HR’s identity and background checking functionality help?

  • Automates admin-intensive tasks, saving time as a result
  • Paperless system ensures better security of personal, sensitive information
  • Helps HR deliver the slick, efficient recruitment process that candidates expect
  • Automated workflows ensure checks are carried out consistently and at the right time for all applicants
  • Can create a full electronic – and secure – auditable history of checks that have been requested and completed


Who does Ciphr partner with to provide these services?

Ciphr partners with two trusted organisations to provide background and right-to-work checks:

  • We partner with TrustID to provide right-to-work checks that are integrated with Ciphr HR. TrustID is an accredited digital identity document verification technology (IDVT) service provider, which enables organisations to digitally check candidates’ documents as proof of their right to work in the UK
  • We partner with Experian to simplify the process of carrying our pre-employment checks and regular checks for exisitng employees – which can even be scheduled to run automatically


To find out how Ciphr’s identity and background checking functionality – integrated with Ciphr HR and Ciphr iRecruit – can help you speed up your background and right-to-work checks, download our brochure.


This article was first published in June 2020. It was updated in May 2022 for freshness, clarity, and accuracy.