Think Globally, Act Locally: Implementing a Global Employee Screening Program. An Altegrity Company

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1 Think Globally, Act Locally: Implementing a Global Employee Screening Program An Altegrity Company

2 Introduction Many global organizations struggle with how to maximize efficiency and increase profit margins despite such challenges as large and diverse workforces, multiple locations in sometimes remote parts of the world, and myriad cultural norms. One step that many organizations are taking to achieve these goals is examining how to standardize internal policies, processes, and procedures to create a more centralized approach to management. Though not a simple task, unifying disparate systems under one overarching umbrella can herald immeasurable future benefits for a global organization. Because the success of any organization, large or small, is directly tied to the caliber of its employees, many multinational employers look to their hiring practices as an important place to integrate existing internal systems. Specifically, standardizing policies and procedures around the background screening of employees can help these organizations take a significant step in creating safer, more productive, and more compliant working environments. Many Locations, Many Challenges Unlike employers that operate from a single office or even in just one country, multinational organizations face a number of challenges that may make a cohesive global screening program seem like an elusive goal. One primary hurdle is that background screening in many areas of the world is still an emerging hiring practice. Although screening is quickly gaining wider acceptance as an established part of hiring a new employee, candidates and information sources in many countries may still be uncertain about what exactly a background check is and what it entails, and therefore are perhaps hesitant to engage in the process. Another challenge is the sheer diversity of information available. Simply stated, some elements of a background check that may be considered standard in some countries may not be available in other parts of the world. Such discrepancies may be attributed, at least in part, to varying cultural nuances regarding an individual s private and sensitive personal information. For instance, access to criminal records for the purposes of a pre-employment background screen may be available in North America but not in some parts of Europe and Asia. Adding to this complexity is that changes in legislation and even government regimes can affect the types of information available as part of a background check as well. Global organizations also have to be mindful of the multitude of varying laws and regulations that affect the employment screening process. Not only do these laws and regulations, which can exist at the country, provincial, and even municipal level, specify what types of information may be available, but they may also dictate other critical factors like how information may be used, how long it can be stored, how it is transferred from one geography to another, etc. For example, employers looking for background information on a candidate in the United Kingdom (UK) should be aware of the Data Protection Act 1998 that governs the protection of personal data in the UK. This regulation addresses issues such as the rights of individuals when their data is processed, restrictions on employee monitoring, and the transfer of data between countries both inside and outside the European Union (EU). Faced with these challenges, multinational employers may be tempted to restrict background screening of candidates to information that may be available in the country where the individual will be working. But doing so creates unnecessary risks, especially in a modern business environment where increasingly more candidates have lived, worked, or studied abroad. A truly global approach to background checking involves the screening of every candidate in every country in which he or she has a history. Moreover, centralizing the oversight of the background screening of candidates produces numerous benefits for a multinational employer. 1

3 Big Rewards from Global Screening A centrally managed global background screening program creates a reassuring level of consistency for a critically important component of risk management. By researching the histories and qualifications of all employees in an organization, regardless of location, employers can mitigate the risks of unqualified hires, corporate espionage, malicious individuals looking to steal assets or data, or individuals who pose a potential risk to their customers or fellow employees. In fact, nearly half (46 percent) of respondents to HireRight s 2013 Employment Screening Benchmarking Report cited that one of their primary reasons for implementing a global screening program is to provide universal protections against negligent hiring risks. Furthermore, multinational employers can promote a more positive working environment through a global screening program, demonstrating to their workforces that they care about issues of integrity and safety. With technical advancements continuing to facilitate cross-geographical collaboration among locations, employees may likely feel more comfortable working with one another knowing that they have all been subject to an appropriate background check. Likewise, many customers of multinational organizations also appreciate this commitment to integrity and security, which could ultimately make them feel more confident in the business relationship. Some customers may even contractually obligate these organizations to screen all employees on a global basis. Integrating screening at the corporate level can also work to provide new insight into and better oversight of once disparate local practices, creating a holistic program that encourages resource efficiency and facilitates compliance. It is important to remember that even when a global screening program is centrally managed, this does not exclude the local office locations from participating in the process. Indeed, many effective programs actively engage regional locations and allow them some control over aspects of the process, thereby promoting ownership and involving on-the-ground experience and expertise. Implementing a Single Global Solution Even with a full understanding of the value of a global screening program, implementing a comprehensive solution worldwide can nevertheless present challenges. So where to begin? Employers should remember that there is no singular approach to screening that can work in every location in which they conduct business or hire employees. While consistency and standardization are indeed the ideal state, the patchwork of laws, regulations, availability of information, cultural norms, and levels of acceptance around background screening may hinder attainment of this nirvana. Therefore, a cohesive global screening program does not necessarily require perfect uniformity. Many of the more proven programs allow for differences in local realities and evolving influences, which can help strengthen a program and result in greater overall success. With that understanding, there are a number of best practices that multinational organizations have used in successfully implementing a single global screening solution: 1. Establish goals. Every organization has different priorities some may privilege risk management over corporate oversight, for example. Communicating and ranking goals will help employers allocate resources, align objectives, and establish a workable roadmap. 2. Develop buy-in from all stakeholders. No program can be successful if it has internal detractors. Working to engage all individuals, both corporate and local, who are affected by program changes will underscore the program s future vitality. These stakeholders will ultimately strengthen the program by helping to ensure its everyday practices comply with corporate requirements. 2

4 3. Engage legal counsel. This is a key first step in better ensuring compliance with the various laws and regulations regarding employment background checks. Legal counsel can also assist in navigating inter-country complexity. 4. Develop universal, but pragmatic, screening policies. Employment screening policies can be both globally applicable and locally enforceable. For example, it may be a universal requirement that any candidate seeking a position requiring a specific level of education must have that degree verified, while whether a position necessitates a criminal record history check is flexible according to where the candidate will be working. To help create consistent policies, many multinational employers focus on background checks that are appropriate for and commensurate to both the level of responsibility and the visibility of each position. 5. Partner with a global screening provider. Working with a reputable screening provider with global expertise can help a multinational organization more successfully implement a centrally managed background screening program. An established global screening partner typically has not only performed similar projects for other employers, but also has on-the-ground experience with procuring information, deep language capabilities, knowledge of cultural practices, and established relationships with information sources. 6. Identify and align the appropriate resources. The global implementation of a background screening program is a serious undertaking and requires the coordination of multiple stakeholders and resources. By establishing priorities and engaging buy-in from individuals at all levels, the overall process should be more efficient and successful. Once again, working with an established global screening provider has unique advantages, as these partners can help identify the internal and external resources that may be required to achieve those goals. 7. Remember the candidate experience. In some areas of the world, candidates are hesitant to agree to a background check because of a lack of familiarity with what is involved. Successful global programs engage candidates early on, explaining what elements will be searched, the purpose of the check, and what is expected of the candidate. An engaged candidate can facilitate the process, especially in countries where specific consent forms and documentation must be submitted. 8. Allow for flexibility in the program and regularly reassess its effectiveness. Global background screening is always evolving. As it becomes more accepted as a normal hiring practice in many areas of the world, laws and cultures may likewise evolve. Similarly, an organization s objectives for its screening program may also change. A periodic assessment of priorities, needs, and goals will help fine-tune a program and better maintain its ongoing effectiveness. Conclusion Although a challenging undertaking, implementing a global screening program governed by corporate oversight can result in many advantages for a multinational organization. Given the increased mobility of employees across international borders, organizations with worldwide locations should establish global employment screening programs to help ensure their applicants receive thorough investigations in all countries in which they have worked, studied, or lived. Creating and implementing such a large-scale program is entirely feasible when an employer maintains a practical, flexible approach, seeks expert advice, and follows established practices from other organizations that have experienced historical successes in similar situations. 3

5 About HireRight Employers need more than just data to successfully operate an employment screening program. As one of the world s largest screening providers focused on employment screening, we re specialists at helping organizations of all sizes efficiently implement, manage, and control employment screening programs. We pride ourselves on understanding the complex screening needs of today s global employers and strive to provide easyto-use, streamlined solutions that help organizations work smarter. In fact, many of the world s most forward-thinking and successful companies trust HireRight to deliver effective, customer-focused solutions that provide increased efficiency and faster turnaround. HireRight also partners with the industry s top e-recruiting solution providers, such as Oracle, Taleo, Kenexa, SAP, ADP/VirtualEdge, PeopleAdmin, HealthcareSource, HRsmart and SilkRoad, to co-develop unique, prebuilt, pre-integrated employment screening solutions that allow organizations to leverage their recruiting solution investment for background screening. With worldwide headquarters located in Irvine, California, plus offices and affiliates around the globe, HireRight reaches 200-plus countries and territories with more than 150 unique service offerings. HireRight has extensive experience in working with employers all over the world in implementing global background screening programs. Our solutions help multinational organizations implement consistent policies, centralize screening management, and collaborate across offices during the screening process. As a result, organizations can deploy standardized background screening programs, make more informed hiring decisions, mitigate risk, and instill greater corporate controls while addressing global security concerns. HireRight Global Implementation Case Study: AstraZeneca AstraZeneca, a leading international pharmaceutical company based in the UK, needed to find a new screening provider with global capabilities. Its goal was to have a single vendor manage screening services for all its locations worldwide. The ideal vendor would have an understanding of data protection laws throughout the European Community and would be capable of offering specialized products to meet the particular needs of AstraZeneca s industry. Additionally, it would replace the paper- and fax-based process used under the old provider with a more efficient, Web-based system. Due to HireRight s development and technical resources, HireRight succeeded in meeting all of AstraZeneca s global requirements. The background screening solution provides AstraZeneca recruiting professionals all over the world with immediate, seamless access to one central background screening environment. HireRight s Web-based system led to increased data security and shorter turnaround times. Following on-site implementation meetings in the UK and Sweden, HireRight established a project plan and conducted status calls between the company s headquarters and its satellite locations, thereby creating consistency among the screening programs. HireRight also trained future users, so they could effectively use the system. After the solution went live, HireRight monitored performance by running management reports and customer service reports. Analyzing the reports and assessing feedback from users and applicants, HireRight continually made adjustments to ensure that the process ran as smoothly as possible and, above all, that AstraZeneca was completely satisfied with the process. AstraZeneca now enjoys the convenience of a single order interface for all international employment screening requests, allowing customers to place orders directly from an online platform. HireRight s innovative solution streamlines workflow and minimizes training by enabling all requesters to place and track orders from one system, wherever they are located in the world. 4

6 Contact Us Discover why many of the world s most respected organizations trust HireRight as their employment screening provider of choice. Simply call us at in the U.S. and Canada or worldwide, or visit us online at Intelligence to move forward. SM An Altegrity Company These materials are provided for general informational purposes. They are not intended to be comprehensive and should not be construed as legal advice. HireRight does not warrant any statements in these materials. HireRight s products and services are provided under the terms and conditions of HireRight s screening services agreement. Please contact HireRight for more information. Copyright 2013 HireRight, Inc. All Rights Reserved. Reproduction and distribution of this publication in any form without prior written permission is prohibited. Certain Altegrity companies provide investigative services. State licensing information can be found at ThinkGloballyActLocally030713PR