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?
- Validata’s in-employment screening services
- Two types of in-employment screening
- Validata’s in-employment screening software
- In-employment screening background checks
- In-employment screening and the GDPR
- The combination of pre- and 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.
Validata’s in-employment screening services
In-employment screening may feel uncomfortable for an employer and can sometimes create resistance among employees. After all, this personnel is already hired and currently employed. However, in-employment screening is not about questioning the integrity of your employees, but it is a tool to strengthen mutual trust. The stronger this trust, the lower the chance of unnecessary risks. A screening policy and clear communication can, in this case, contribute to creating more acceptance. Validata is here to help you set up in-employment screening and get everyone on board.
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.
2. 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.
Our software makes the screening process fast and efficient due to, amongst other factors, a user-friendly design.
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.
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.
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.
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:
- Statement of integrity, different from the questionnaire that is part of the pre-employment screening
- VOG check
- Credit check
In addition, the in-employment screening can be expanded with other components depending on the sector and position. We like to think along with you so that there is always a screening profile that suits the needs of your organisation.
In-employment screening and the GDPR
During an in-employment screening, specific personal data is collected and processed. In addition, it may be the case that certain data from the pre-employment screening, at the time of hiring, is stored for future reference. The GDPR requires companies to be more aware of how they process and store data. Privacy and screening are thus inextricably linked.
Secure software
For the development of our secure environment, we have taken technical and organisational measures to safeguard personal data against loss or any other form of unlawful processing.
Data Protection Officer (DPO) at your disposal
Validata employs a dedicated DPO who advises on the correct processing of personal data and ensures that we comply with all (inter)national privacy laws and regulations.
ISO certified
Validata is ISO certified (2700 & 9001). This guarantees high quality management and information security.
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.
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