09 December, 2022
What exactly does employment screening involve?
Employee screening can include in-employment screening. During an employee screening, the data of your current staff is verified and we check if there are any changes in the employee’s living or working situation that might affect their current or future performance.
In-employment screening is often an addition to pre-employment screening, the screening of applicants upon recruitment. After some time, certain results of pre-employment screening are no longer valid. It is, therefore, smart to combine pre- and in-employment screening.
On this page, we tell you everything you need to know about employee screening:
Why screen your existing employees?
There are various motives for screening your personnel. Usually, the reason is a promotion and or change of function. We explain several more reasons below:
- Job change: In the event that an employee changes jobs and or is promoted, it is interesting to check certain personal data again. Some background checks are snapshots and should be conducted again after a period of time. For example, consider a check for criminal offenses by applying for a certificate of conduct (VOG).
- Laws and regulations: In some sectors, there are legal obligations regarding the quality and reliability of employees. For example, financial institutions may only appoint a person to an integrity-sensitive position after they have made a substantiated assessment of his reliability. According to former Minister of Finance Wopke Hoekstra’s 2019 parliamentary document, banks should also periodically check whether existing employees appear on sanctions lists and what information they consult in customer systems.
- Business acquisition: When an entrepreneur decides to merge with or take over a business, it may be wise to screen the incumbent staff to ensure they know who is currently employed. In addition, it sends a clear message to employees that integrity and quality are paramount.
- Quality standards: In-employment screening can also be part of an organisation’s policy to ensure continuous quality. Think of a regulation regarding secondary functions, activities, and/or conflicts of interest. Additionally, there are also requirements from laws and regulations. For example, a healthcare provider must renew his BIG registration every five years by demonstrating that he meets the set requirements.
Pros and cons of employee screening
Employment screening is an important step in the recruitment process. It offers clear advantages, such as security, safety and it prevents surprises.At the same time, it is important to be aware of the disadvantages so that you can tailor the process properly to your organisation and your candidates.
These are the main points:
Disadvantages of staff screening:
- Possible reduced confidence in candidates: Some candidates may feel suspicious about being screened. This can create tension, especially if the candidate mistakenly thinks something is wrong. By having a thoughtful screening policy, this distrust is often quickly put aside.
- No guarantee of a perfect fit: Even if a candidate successfully passes the screening, this does not automatically mean they are a good fit for your organisation’s culture or team. However, you can be sure they are sufficiently qualified for the job.
- Time-consuming process: Screening can take time, especially when additional checks are needed or there are delays in getting necessary information. At DISA, screening takes 5 working days on average.
Benefits of staff screening:
- Candidate insights: By screening someone, you know exactly what to expect and who you are hiring. This prevents unnecessary risks.
- Feeling safe: By screening a (potential) employee, you ensure peace of mind for the employer. It also strengthens the sense of trust within the team, because everyone is qualified. You build team based on trust.
- No unexpected situations: Discovering possible risks before a candidate starts prevents surprises in the workplace. You minimise situations that waste time and cost afterwards.
What should you pay attention to when screening employees?
If your organisation already conducts pre-employment screening, the subsequent in-employment screening will automatically consist of fewer components. An employee screening contains checks that serve as a snapshot and are therefore subject to change. These include a VOG check, an integrity statement, and a credit check.
GDPR compliant employee screening
The GDPR refers to compliance with the General Data Protection Regulation (GDPR). This means Valluga is compliant with the requirements of the GDPR. DISA processes certain personal data on the instructions of the client, who is a data controller.
Nevertheless, as a processor, DISA also has obligations under the GDPR. For example:
- Processor agreements: these must be signed with each client. These include the basis of the data controller.
- Transparency: A company must clearly disclose what personal data is collected, why they collect it and how they handle it.
- Data minimisation: Only the data needed to achieve a certain purpose should be collected.
- Data breaches: Data breaches should be reported to the controller as soon as possible.
Given the nature of the work, DISA has its own Privacy Counsel, a separate Data Protection Officer (DPO) and also a processing register.
Is employee screening mandatory?
In many cases, it is not compulsory as an employer to screen all your employees. However, there are a few cases where it is legally required in the Netherlands. These are usually high-risk positions for a company, such as positions in the financial sector, where confidential information is handled.
The obligation of the law is often not the reason why employers carry out employment screening. Employee screening is about creating strong teams based on integrity and transparency. This creates a safe environment where both people and the organisation can continue to develop sustainably.
How can DISA help to screen current employees?
In-employment screening may feel uncomfortable for an employer, after all these people have already been hired and are currently employed. A careful balance must be established between the privacy of colleagues and the interests of the organisation. It is also good to be aware that screening existing personnel may be met with internal resistance. DISA is here to help you with this and to ensure everyone is on board. A screening policy and clear communication can help to create more support.
Employee screening with DISA
To apply for an in-employment screening, you only need to submit the name and contact details of an employee. DISA will then take the entire screening process off your hands and contact the employee. We ask the employee to provide the necessary information to start the screening and we work together with our data partners to verify this information. Once the screening is complete, the employer and employee will receive a final screening report. In doing so, DISA ensures a fast, convenient and transparent process for both parties.
DISA's software for screening employees
DISA has developed software that supports organisations with both one-time and periodic in-employment screenings.
Transparent for the employer and candidate
The results of the screening are simultaneously offered to both the employer and the employee. By doing so, we offer a process that is as transparent and fair as possible.
GDPR-proof
The security of our software is the most important precondition for our existence. DISA uses strict frameworks that are periodically tested by independent parties. In addition, DISA employs a DPO, who oversees compliance with the GDPR and other national privacy-legislation.
Access anytime and anywhere
The software is designed for mobile use. This gives employees more freedom to go through their screening when and where it suits them. This flexibility ultimately benefits the turnaround time.
Organisations that screen existing employees via DISA
Do you want to screen your employees with the screening software of DISA?
DISA is happy to help you build a reliable team by screening employees. We would love to tell you more about our software. Schedule a free demo!
FAQ's about employee screening
Decide in advance what you want to know about your employees, decide who will screen your employees, save the information from the screening in the employee file.
Read more about tips for screening employees in this blog.
Screening employees is GDPR proof if it is performed in the right way. For example, the process must be transparent, you need prior agreement, you must follow retention periods and much more.
Read more about the GDPR on our Safety and Compliance page.
As an employer, it is important to know what data you are allowed to screen and what the rules are around processing personal data. Screening staff is bound by strict laws and regulations, such as the General Data Protection Regulation (GDPR). We explain what you are allowed to screen, what is prohibited, and when you need additional consent.
What are you allowed to screen?
Employers are allowed to screen certain data, as long as it is relevant to the job and meets the principles of proportionality and subsidiarity. Examples of data that may be screened include:
- Identity data: Checking a valid identity document to verify a candidate’s identity.
- Education and qualifications: Checking whether a candidate has the right qualifications.
- Work experience: Checking references to verify work experience and whether a candidate meets the job requirements.
- VOG (Certificate of Good Conduct): Required for positions where integrity plays an important role, such as in the financial or healthcare sector.
- Specific screenings depending on the position: For example, a credit check for positions with financial responsibilities.
What are you not allowed to screen?
Not all information may be requested or screened just like that. Examples of prohibited data are:
- Health data: Unless this data is directly relevant to performing the job, such as in certain medical professions, and there is explicit consent.
- Religion, political affiliation or sexual orientation: This falls under sensitive data and may not be processed.
- Private life: Information about a candidate’s private life should not be screened unless it is explicitly relevant to the job.
You may also sometimes need extra permission for a particular check. For example, a credit check is relevant for a finance job, but not if you are going to work as a nurse. If a social media check is carried out, it should be mentioned and should not go beyond what is necessary for the job.
It is important to remain transparent to candidates. Without transparency or unlawful screening, this can lead to legal consequences.
As an organisation, you should follow the guidelines and are expected to communicate openly with candidates.
Communicating well with your employees ensures that the process is transparent.
- Make a policy: By creating a policy and sharing it, every employee will know what to expect and is informed in advance.
- Questions and feedback: Welcome questions and feedback from your employees. This way, you immediately create a safer working environment.
- Honesty: Everyone will feel comfortable and confident in the process if you are honest about it.
What you should look out for when screening applicants depends on the sector and position. In some sectors, certain screenings are required by law. For example, in the healthcare sector it is mandatory to verify the BIG registration for healthcare employees.
Read more about what to look out for when screening applicants.