Background Screening: Name Matching
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The document discusses name matching in background screening. It explains that name matching ensures complete and correct background screening results by maximizing the amount of information found. However, name matching faces three issues: incomplete applicant information, protected personally identifiable information, and derivatives of names. The document provides tips for background screeners, including collecting all name variations from applicants and searching each one. It outlines a ten step process for effective name matching.
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Background Screening: Name Matching
- 1. The Basic Truths About Background Screening, Part 10 Copyright © 2015. TRAK-1 Technology, Inc. All Rights 1
- 2. The Basic Truths About Background Screening, Part 10 Copyright © 2015. TRAK-1 Technology, Inc. All Rights The Basic Truths About Background Screening: Name Matching Trak-1 is an Accredited Member of NAPBS
- 3. The Basic Truths About Background Screening, Part 10 Copyright © 2015. TRAK-1 Technology, Inc. All Rights Your Host: Rick Coltman Director of Strategic Marketing and Alliances, Trak-1 Technology, Inc. • Please Post Any Questions or Comments You Have in the Comments Section. • Want Further Information or Have Additional Questions? Contact Trak-1 at Rick.Coltman@trak-1.com • Hopefully You Find this Webinar Informative! Please Join Us for Each Webinar at http://trak-1.com/webinar Your Presenter: Matt Graham VP of Operations, Trak-1 Technology, Inc.
- 4. The Basic Truths About Background Screening, Part 10 Copyright © 2015. TRAK-1 Technology, Inc. All Rights Who Are You?
- 5. The Basic Truths About Background Screening, Part 10 Copyright © 2015. TRAK-1 Technology, Inc. All Rights How Do You Know a Person? Via a Background Screening Process
- 6. The Basic Truths About Background Screening, Part 10 Copyright © 2015. TRAK-1 Technology, Inc. All Rights How Do You Know That You Know? Name Matching • Ensures that the background screening provides complete and correct information regarding the individual in question. • Correct name matching maximizes the amount and quality of the background screening results. • Aids in eliminating processing time and effort
- 7. The Basic Truths About Background Screening, Part 10 Copyright © 2015. TRAK-1 Technology, Inc. All Rights Name Matching Is Simple 7 ….. Is a Lie Three Focal Issues With Name Matching: • Incomplete information provided • Personally identifiable information protected (PII) • Derivatives of names are used
- 8. The Basic Truths About Background Screening, Part 10 Copyright © 2015. TRAK-1 Technology, Inc. All Rights Incomplete Information Provided How To Address This Issue • Do not accept an application unless it is totally complete. • Verify every nickname/former name/alias name provided. • Verify the results before making any decisions. • Notify candidate of report conclusion and follow procedure. 8
- 9. The Basic Truths About Background Screening, Part 10 Copyright © 2015. TRAK-1 Technology, Inc. All Rights Personally Identifiable Information Protected (PII) What Is PII? • Synonymous with privacy • Entails eliminating identifying information from records • Eliminates the ability of a background screen to be comprehensive How To Overcome • Understand that name match only results happen when private identifying information is missing from public and private business records. • Don’t make decisions relying name match only records without verifying results. • Upgrade your application process current and valid email address. • Trak-1 will be rolling out a mandatory email address feature in the upcoming months to help us verify reports with your applicants.
- 10. The Basic Truths About Background Screening, Part 10 Copyright © 2015. TRAK-1 Technology, Inc. All Rights Derivatives Of Names Used 10 How To Overcome • Trak-1 built technology that uses automated searches to incorporate these commonly used variations with name matching. • Our team constantly updates the name derivative database and balances the cost of time spent searching. • Our team is developing new technology which empowers you to choose which common or derivative names our manual fulfillment teams will search for you
- 11. The Basic Truths About Background Screening, Part 10 Copyright © 2015. TRAK-1 Technology, Inc. All Rights Ten Steps To Effective Name Matching 11
- 12. The Basic Truths About Background Screening, Part 10 Copyright © 2015. TRAK-1 Technology, Inc. All Rights Step One Decide to implement a comprehensive background screening program. 12
- 13. The Basic Truths About Background Screening, Part 10 Copyright © 2015. TRAK-1 Technology, Inc. All Rights Step Two Choose an accredited national professional background screening company that certifies it's team members in FCRA compliance. 13
- 14. The Basic Truths About Background Screening, Part 10 Copyright © 2015. TRAK-1 Technology, Inc. All Rights Step Three Educate your staff on FCRA compliance and the standards for accreditation. 14
- 15. The Basic Truths About Background Screening, Part 10 Copyright © 2015. TRAK-1 Technology, Inc. All Rights Step Four Ask all the right questions to get full name information - legal name, former names, nicknames, suffixes, also known as or alias names. 15
- 16. The Basic Truths About Background Screening, Part 10 Copyright © 2015. TRAK-1 Technology, Inc. All Rights Step Five Require each to be filled out with names or "NONE“. 16
- 17. The Basic Truths About Background Screening, Part 10 Copyright © 2015. TRAK-1 Technology, Inc. All Rights Step Six Run a search on every name provided to maximize the results and records found and returned. 17
- 18. The Basic Truths About Background Screening, Part 10 Copyright © 2015. TRAK-1 Technology, Inc. All Rights Step Seven Require a valid SSN or DL and then run either an SSN verification search to determine if the number is valid and ties to the name you have, or run a DL search to do the same. 18
- 19. The Basic Truths About Background Screening, Part 10 Copyright © 2015. TRAK-1 Technology, Inc. All Rights Step Eight Do not rely on name match only results without digging deeper with your applicant. 19
- 20. The Basic Truths About Background Screening, Part 10 Copyright © 2015. TRAK-1 Technology, Inc. All Rights Step Nine Do more than just a criminal records search- The more you spend getting information, the more information you have the fewer mis-matches you will get. 20
- 21. The Basic Truths About Background Screening, Part 10 Copyright © 2015. TRAK-1 Technology, Inc. All Rights Step Ten Look at every item on your report to ensure that the names are matching on each record returned. 21
- 22. The Basic Truths About Background Screening, Part 10 Copyright © 2015. TRAK-1 Technology, Inc. All Rights Take Away Points Background Screening & Name Match Tips 1. It is important to know the applicant before you make a decision 2. Background screening, and name matching, are imperative to the interview process 3. Name matching is not as easy as it sounds 4. There are three main issues with name matching: incomplete information, PLL, and derivatives of names used 5. Follow the ten step process that will ensure the accuracy of your name match and background screening 6. Always make sure to verify the information you have with the individual in question 22
- 23. The Basic Truths About Background Screening, Part 10 Copyright © 2015. TRAK-1 Technology, Inc. All Rights Quality Decisions Through Individualized Assessments, Will the EEOC/FTC Approve? Copyright © 2014. Trak-1. Produced by Business Performance- USA/Global, LLC. Graphics by Ligature Group, LLC. All Rights Reserved. 23 1.800.600.8999 www.trak-1.com Contact Matt Graham directly or talk with Trak-1’s FCRA certified screening professionals and begin – Ruling In The Right People! Coming Up Next….
Editor's Notes
- -Stress the importance of knowing who a person is before add them to your organization -Knowing who you are accepting into your organization is critical for any quality risk-adverse on-boarding program.
- -You can know a person before adding them to your organization by implementing a background screening process -Over the past years, background screens have decreased in cost and increased in accessibility. -Organizations have the ability - more than ever before - to get information about who they are bringing on board BEFORE they decide to give them access to their systems, facilities and people. USE THIS!
- -In order to examine an accurate background screening, it is imperative that you or your background screening provider has access to complete and correct information regarding the individual in question. -The information you provide to us makes all the difference in the information we are able to find and report back to you. Together, we can maximize the records you find and eliminate the time you have to take to sort through name match only record information
- -If there ever was a tall tale, this is it. You. Time and time again, we as an organization are amazed at the efforts people go through to hide the details about their life that matter, or to use someone else's identification information to apply for a job or an apartment. -There are a variety of other issues that come with name matching including Incomplete information provided, Private identifying information protected (PII), and Derivatives of names are used. - These are the three major issues that accompany the task of name matching. After we describe these issues, we will give you 10 practical steps to overcome said issues.
- Often the problem we as a screening firm faces is that the information provided by our clients is insufficient for us to be able to find the record that ends up being found. A slightly different spelling, a typo in what is submitted, a failure to run a search on a former/nickname/alias name, a missing middle initial or suffix - all of these "incomplete" submissions result in one thing - missed records or wrong records.
- . PII is a term that has become common place in our technological society. it stands for "private identifying information" and is synonymous with the term "privacy". As a screening firm, we believe that empowering people to seek protection of appropriately private information should be available through both private and public institutional process (non-disclosure and private information processes) and judicial process (expungement of records and sealing of records for example) Of course, privacy debates are not always that simple and certainly we as as society are debating the issues at present. We invite you to join us in this important step of progress designed to combat incomplete public records and protect the rights of applicants as well as to minimize claims against you, our clients.
- We as a society are constantly seeking new names and new derivatives of names to highlight the fact that each one of us is "unique" as an individual. Of course, as new derivatives of names arise. Give Examples ("Sianne" for what is commonly spelled as "Cheyenne")or slightly differently spelled names are used ("Lillie", "Lily", "Lilly", "Lilli"), matching records can be more difficult. The Trak-1 team has created multiple tools that allows us to empower your organization to the next level of applicant screening.
- Now that you have seen the negative & difficult side of name matching, let me give you 10 steps that your company can take to overcome the complexity that background screening brings.