This workflow helps organise an employment screening process after the scope and applicable rules have been approved. It is a record of responsibilities and review steps, not a ready-made hiring policy for every country. Begin with the screening scope and jurisdiction worksheet.
Prepare the request file
Keep the role, approved checks, provider contact and responsible reviewer together. Confirm the current notice and authorisation requirements for the actual process. In the US, the FTC explains that the required disclosure for a screening report should be clear, conspicuous and separate from unrelated material, with written authorisation obtained before procuring the report. See its disclosure guidance.
Record when the required steps were completed. Do not treat a general application signature or a provider’s marketing claim as evidence that your particular documents meet the rules.
Review the report before reviewing the candidate
Check whether the report concerns the correct person, the requested scope and the relevant source. Identify unresolved identity matches, incomplete records and information outside the approved purpose. Restrict access to people with a defined review role; avoid forwarding a complete report into a general team chat.
Create a review log with the receipt date, reviewer, unresolved question, next action and resolution date. Keep factual verification separate from the hiring rationale. A dashboard colour or automated flag is not a substitute for this review.
Keep notice and dispute stages separate
Where US FCRA adverse-action procedures apply, an employer must provide a copy of the report and a summary of rights before taking the adverse action; a separate notice follows the action. The joint employer guidance describes both stages. Confirm applicable timing and additional local duties rather than inventing a universal deadline.
If information is disputed, record the issue and route it through the appropriate correction process. Avoid continuing a decision as though the disputed fact were already established. Escalate unclear cases to the responsible adviser.
Close the file deliberately
Document the reviewed evidence, applicable criteria and authorised decision. Check that necessary notices were sent through the approved process. Apply the organisation’s lawful retention and secure disposal schedule; do not keep sensitive reports indefinitely for convenience. Review process failures separately so the next screening request begins with a clearer scope.
