Screening policy – the principle of in-employment screening

In addition to pre-employment screening, in-employment screening is gaining popularity

Next to pre-employment screening (checking certain data of potential employees) an increasing number of organisations also opt for in-employment screening (checking certain data of current employees). Organisations start with in-employment screening for various reasons. A solid screening policy is a basic principle for a successful implementation. What should you look out for?

In-employment screening: two different types

In-employment screening can be split into two types: checking personal data when changing positions and or being promoted or performing periodic checks. This last type of in-employment screening is legally required in certain sectors. For example, the financial sector has the Financial Supervision Act (FSA), and the Dutch healthcare sector must check employment history as part of the Healthcare Quality, Complaints and Disputes Act (Wkkgz). One of the most important motivations for both types of in-employment screening is monitoring integrity and quality.

Privacy laws (GDPR) and a fitting screening policy

When you start screening, you must automatically deal with current laws and regulations, including the General Data Protection Regulation (GDPR). This privacy law requires your organisation to clearly communicate how it processes personal data, where and how these are stored, and who has access.

This information should also be recorded in a screening policy. A fitting policy is the principle of every screening. It clearly states the objective of in-employment screening, who should be screened, and which parties within your organisation are responsible for the specific screening elements. A policy is a guideline that provides the right tools to use at any moment, both internally and externally. Everything concerning employment screening and how to comply with current laws and regulations can be read in this comprehensive document.

More support through clear communication

In-employment screening and periodic in-employment screening, in particular, can sometimes cause resistance amongst employees, but also with managers, the board, and the works council. In many cases, a solid screening policy can provide clarity. By referring to the document’s objective information, it becomes easier to put in-employment screening in context. The policy explains that in-employment screening is not about control, but more about risk management and guaranteeing quality and integrity. A fitting screening policy and clear communication help create more support, so employment screening can be successfully implemented.