June 7th, 2017 | Debbie Lamb, Sterling Talent Solutions

How to Break-Up with Your Current Background Screening Provider

As a twist to the old break-up line, breaking up with a vendor could have a company saying: “It’s not me, it’s you.” Canceling a contract with a vendor might not seem like it is the same as ending a personal relationship, but in many ways it is. There are many things that must be considered before ending the relationship including the contract, the impact on the business and future relationships. Ending a vendor contract can happen for many reasons as explained by K Royal at IAPP, “Other times, there is simply a failure to meet needs, whether that means service-level commitments on the vendor side or a change in the circumstances that change your needs.”

Step One: Find the Right Background Screening Provider

Think about the reasons why your company needs to end the relationship with your current provider and make sure the new organization can deliver what you want in a new background screening platform. HR teams will look for a provider who offers the best solutions that can be customized to meet their criminal background checks, drug screening and onboarding needs.

One other item to consider when looking at background screening platform providers is to make sure the company is accredited. The National Association of Background Screeners (NAPBS) offers a Background Screening Agency Accreditation Program (BSAAP) for U.S. background screening firms. The BSAAP covers six crucial qualifications for a credible background screening company: consumer protection, legal compliance, client education, product standards, service standards and general business practices.

Step Two: Background Screening Platform Considerations

Finding a new background screening partner can be a process. The decision makers have worked their way through all of the major decision steps from budgeting, partnering with procurement to making a decision on which background screening provider is the best for your needs. From monitoring tasks and due dates to launching your hiring activities, HR teams want a holistic picture of what’s happening day-to-day across all of their HR activities. A background screening provider should offer a variety of services from customer service to IT help. However, these services would be obsolete without the best possible background screening platform.

Step Three: Breaking Up With Your Current Provider

The decision has been made to cancel the contract with you current background screening provider and upgrade to a new solution that meets all of your company needs. As with any relationship, there are procedures that should be followed as to make sure the transition to a new provider goes as smoothly as possible:

  • Termination terms should be clearly defined: The vendor contract should contain the process for termination including advance notice, penalties or credits and managing data transfer under the vendor’s control.
  • Legal Review: The legal department should be looped into the process to read and amend any of the legal documents provided by the new background screening provider and give counsel for terminating the contract of a current vendor.
  • Create concrete boundaries and expectations for new partners: Transparency is crucial to building a relationship with a new background screening program. It is important to develop expectations up front about the relationship and the goals for the new platform selection.
  • Establish a timeline: Design a timeline for data and information transfer to the new background screening partner. Make sure both parties understand and comply with this calendar. The platform should easily integrate with a business’s ATS and HRIS integration created and followed.
  • Continue to sell the value: The HR team needs to continue to sell the value of the new background screening platform internally as the new system is implemented. They need to provide information about how a new platform will help the company in the long run by integrating HRIS and ATS programs and improving HR and candidate workflow.

Step Four: Concentrate on Your Company’s Needs

From the simplicity of the platform to the experience you give your candidates, it’s important to think through all of the features and functionality you need in a background screening provider. By selecting the right provider the first time around, you will improve your efficiency, decrease cost and align your team around a centralized mission. Each step in the purchase must be deliberated, detailed and designed to make the process easier for internal and external (candidate) use. To get more details about each of the questions to ask when choosing a background screening provider, download our new eBook, The Ingredients of the Perfect Background Screening Platform.

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This publication is for informational purposes only and nothing contained in it should be construed as legal advice. We expressly disclaim any warranty or responsibility for damages arising out this information. We encourage you to consult with legal counsel regarding your specific needs. We do not undertake any duty to update previously posted materials.