Employee screening
Employee screening can include in-employment screening. During an employee screening, the data of your current staff is verified and we look 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 After some time, certain results of pre-employment screening are no longer valid.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.
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.
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.
How can Validata 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. Validata 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 Validata
To apply for an in-employment screening, you only need to submit the name and contact details of an employee. Validata 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, Validata ensures a fast, convenient and transparent process for both parties.
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. Validata uses strict frameworks that are periodically tested by independent parties. In addition, Validata 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 Validata
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 here.
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 here.
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