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An individual’s living and work situation can constantly change. In-employment screening identifies the potential risks that could surface.

What is in-employment screening?

In-employment screening involves verifying the relevant data of existing employees. A change in an employee’s situation could potentially affect their current or future performance. In-employment screening ensures that an employer is aware of these risks.

Here you can read everything you need to know about in-employment screening:

Why conduct in-employment screening?

  • Laws and regulations: In some sectors, there are legal obligations with regard to 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.
  • 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).
  • 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.

Two types of in-employment screening

In-employment screening can be a seldom, one time or periodic check:

  1. Single in-employment screening
    An organisation may choose to screen its incumbent staff for the purpose of ensuring integrity and quality. Furthermore, it may choose to conduct a one-time screening when an employee changes positions or is promoted and given more responsibilities.
  1. Periodic in-employment screening
    Secondly, it is also possible to have personnel screened periodically. A plausible reason could be risk or quality management, but for some organisations a periodic screening is mandatory due to sector-related laws and regulations. For example, the Financial Supervision Act (Wft) requires financial advisors to hold a Wft diploma. This document expires after a period of time and should therefore be extended and verified again.

Validata’s in-employment screening software

Validata has developed a software that supports organisations with both one-time and periodic in-employment screenings.

  • Fast and efficient: Our software makes the screening process fast and efficient due to, amongst other factors, a user-friendly design.
  • 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 try to offer a process that is as transparent and fair as possible.
  • GDPR-proof: The security of our software is perhaps the most important precondition for our existence. Validata uses strict frameworks that are periodically tested by independent parties. In addition, Validata employs a DPO, who ensures that our services, and thus your screenings, always comply with the guidelines of the GDPR.
  • 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.
  • Integration with other software: Through our API it is possible to integrate employment screening into your existing workflow and collect reports and data from within your existing ATS-/HR-tool, in one central place.

In-employment screening background checks

In-employment screening is often an addition to pre-employment screening. Therefore, the checks that organisations screen their current staff for differ from those requested at the time of hire. It is not necessary to repeat certain background checks because this data is not subject to change. Consider the work experience check, where prior work experience is objectively verified.

In addition, an organisation’s sector can influence the checks conducted within an in-employment screening. For example, a healthcare provider must periodically renew his BIG registration. A BIG check is therefore well suited within an in-employment screening for businesses within the healthcare sector. Other examples are the credit check and PEP-check, Sanction list, and Adverse media check for the financial sector.

Some of the generic checks that Validata typically includes in an in-employment screening are:

Daarnaast kan de in-employment screening, afhankelijk van de sector en functie, worden uitgebreid met andere onderdelen. Wij denken graag met je mee zodat er altijd een screeningsprofiel is dat aansluit bij de behoefte van jouw organisatie.

The combination of pre- and in-employment screening

After an employee has been recruited, changes can occur and situations can arise that an employee, but certainly also the employer, did not foresee. However, these situations can increase the risk for an organisation. How do you manage risks resulting from changes or unexpected situations?

After a period of time, certain pre-employment screening results are no longer valid. It is therefore smart to combine pre- and in-employment screening. If your organisation already uses pre-employment screening, the subsequent in-employment screening will automatically consist of fewer background checks.