Conditions for successful in-employment screening

What are the conditions for a successful in-employment screening?

In-employment screening perfectly fits into risk management. This type of screening can be used in various situations. For example, when current employees change positions and or get promoted but also when laws and regulations require you to perform certain periodic checks. This last type of in-employment screening is used in the financial and healthcare sectors. What are the conditions of successful in-employment screening?

Complying with current privacy laws (GDPR)

Next to complying with specific laws and regulations – as in the financial sector and healthcare sector – you also need to take privacy laws into account when screening e.g. as stated in the General Data Protection Regulation (GDPR). To process personal data, you need to meet certain requirements. You are only allowed to screen with a specific objective in mind. Also, you need to have a legal basis. In this case, the legitimate interest of your organisation. In a fitting screening policy, these conditions are described in detail.

A proper screening policy

For a periodic in-employment screening strict rules apply. The fact that you intend to check the personal data of multiple employees on a regular basis asks for appropriate measures. The risks are higher when screening multiple employees, in comparison to performing a single check when one employee changes to a new position or gets promoted. Make sure that all the important factors from your objective to conducting a screening and analysing reports are clearly stated in your screening policy.

A successful screening policy creates more support

A properly thought-out screening policy not only allows you to comply with current laws and regulations, but also provides a transparent story for employees, managers, the board, and the works council. When your organisation has more than 50 employees, the works council should agree with the intended in-employment screening. A screening policy explains why, how, and who will be screened. It is an important tool to create more support, so you can start your in-employment screening.

How to deal with unforeseen situations?

A screening policy also explains how to deal with unforeseen situations, for example, the negative result of a specific element in an employee’s screening report. How should your organisation react, should it find itself in a situation like this? Instant dismissal is not an option, as the employee has already successfully executed his job for years without any notable difficulties. Our advice is to approach these situations from a good employment practice. Invite the employee to sit down and discuss the results in the report. Listen to their side of the story and try to find an appropriate solution together. The objective of in-employment screening and the conversation is to guarantee quality and integrity.