A manual background check may seem like a daunting task, but with the right approach and knowledge of what to look for, it can be done relatively simply. In this guide, we will go through the process step by step so that you can feel confident hiring new employees or entering into collaborations with external partners.
When hiring a new employee or entering into a collaboration with an external partner, it is important to make sure that the person is who they pretend to be. A thorough background check can help minimize risks and provide reassurance. Here's a guide on how you can manually do a background check, even without access to digital systems.
The first step is to verify the identity of the person. Ask to see a valid passport or other official photo ID. Check that the name and social security number, if any, match the information the person has given you.
Scan or take a photo of the person's passport so you have documentation. Check that the passport is valid and that the information matches what the person has told you.
Make a note of basic information such as full name, date of birth and nationality. Use this information to create an overall profile of the person.
Have the person submit a detailed resume with work experience. Read the CV carefully and check for gaps or inconsistencies. If the person has stayed for extended periods of time in countries that are subject to sanctions or linked to espionage or terrorism, you should be extra vigilant - especially if you consider that your business may be a potential target.
Ask to see original diplomas and verify that the information is correct. If in doubt, you can contact the relevant educational institutions for confirmation of the information.
Do a search on the person's name, for example on www.ownr.dk or www.proff.dk to get an overview of current and past company ownership, board and executive board positions. Be aware of potential conflicts of interest or disability challenges.
Ask for references from previous employers and contact them to confirm employment conditions and get an assessment of the person. Take note of any reservations or warnings.
If the job requires the employee to drive a car, ask to see the driver's license. Check that it is valid and that it covers the required categories of driving licences.
Without going too close to personal life, try to form an impression of the person's overall financial situation. Financial problems can, in some cases, increase the risk of inappropriate behavior.
Ask the person to obtain their criminal record themselves. If the certificate is digital, check its authenticity. Review the certificate for any criminal convictions that may have an impact on the employment relationship.
Always remember to make a concrete assessment of proportionality - the background check must be in line with the trusted position.
*You cannot per automatically ask for a criminal record for all roles.
Read more here: Guidance on data protection in employment relationships (datatilsynet.dk)
Be aware that special regulatory requirements may apply to your particular sector.
When conducting searches on social media, it is important to be aware of your own biases. A search should always be followed up with a conversation with the person being investigated, as the risk of misinterpretation is high.
Be sure to comply with the data protection and privacy rules.
Always remember to inform the person about what data you collect and what you use it for. Be aware that it is your responsibility to ensure that data is subsequently deleted from various mail systems, backups, etc.
Read more here: Guidance on data protection in employment relationships (datatilsynet.dk)
If you need help conducting background checks, or have any questions about the process, you are always welcome to contact us for advice and guidance at mail@p-secure.com or www.p-secure.com/contact-us.
