Employee Background Check Guide: What to Verify Before Hiring

In the recruitment process, CV screening and interviews alone are often not sufficient to provide a complete picture of a candidate. This is where an employee background check plays a critical role.

In general, the background check process begins with obtaining candidate consent, followed by identity verification, and extends to reviewing education history, employment records, and other supporting aspects. The process may take anywhere from a few days to several weeks, depending on the depth of verification and the methods used.

To help you understand the process in a structured and comprehensive way, here is a complete guide.

What Is Checked During a Background Check?

A background check is not merely a formality. It is a structured verification process designed to ensure that a candidate aligns with both the job requirements and the company’s values.

Below are the key aspects typically reviewed:

• Personal Identity

This includes full name, date of birth, address, and official documents such as national ID cards or passports to ensure the candidate’s identity is valid and consistent with submitted records.

• Educational Background

Verification of educational institutions, field of study, graduation year, and diploma authenticity.

• Employment History

Confirmation of previous roles, job titles, duration of employment, key responsibilities, and reasons for leaving prior organizations.

• Skills Assessment

Evaluation of both technical and soft skills to determine alignment with the applied position.

• Professional References

Contacting former supervisors or colleagues to obtain objective insights regarding performance, work ethic, and teamwork capabilities.

• Criminal Record Check

Conducted to ensure the candidate does not have serious legal issues that may pose risks to the organization.

• Financial History

Typically relevant for roles involving finance, asset management, or high-trust positions.

• Digital Footprint and Social Media

Reviewing publicly available online behavior to assess professional conduct and alignment with company reputation.

• Physical and Mental Health

Medical evaluations aim to ensure candidates can perform their responsibilities safely and sustainably.

• Cultural Fit

Assessing whether the candidate’s values, attitude, and working style align with the company culture.

How to Conduct an Employee Background Check

After understanding what is reviewed, the next step is implementing a structured background check process. It should be conducted systematically to ensure accuracy, relevance, and compliance with legal and ethical standards.

Obtain Written Consent

The most crucial first step is securing written permission from the candidate. This demonstrates professionalism while protecting legal and privacy considerations.

Verify Identity

HR should confirm official documents to prevent data falsification and ensure consistency with the CV.

Verify Educational Credentials

This can be done by contacting institutions directly or using verified education databases.

Confirm Employment History

HR may contact previous employers or request supporting documents. The focus should extend beyond job titles to include responsibilities and contributions.

Conduct Reference Checks

Structured and role-relevant questions should be used to gain objective insights into character and performance.

Financial Background Check (BI Checking / SLIK OJK)

In Indonesia, financial background checks are commonly known as BI Checking, now managed under SLIK OJK (Financial Information Service System by the Financial Services Authority).

Through SLIK OJK, companies can review a candidate’s credit history, including bank loans, credit card records, installment payment status, and any outstanding debts.

It is important to clarify that this check is not intended to assess personal wealth, but rather to evaluate financial responsibility, especially for positions involving financial management, asset control, or strategic authority.

Criminal Record Verification

For certain roles, legal record checks are essential to mitigate organizational risk. This must be conducted carefully and in compliance with applicable regulations.

Social Media Review

HR should focus only on professional conduct that may impact company reputation, not personal lifestyle.

Medical Examination

Medical check-ups ensure the candidate is capable of fulfilling job responsibilities safely and effectively.

Evaluation and Decision-Making

Once all data is collected, HR and the hiring manager should conduct a comprehensive review. Background check results should serve as supporting considerations, not the sole determinant.

How Long Does a Background Check Take?

The duration of an employee background check varies.

• Basic checks (identity and employment history): 3–7 business days

• Comprehensive checks (education, legal records, medical exams): 1–3 weeks

The timeline depends on the number of candidates and verification methods used.

Background Check Examples by Position Level

The depth of background screening depends on the level of responsibility and strategic importance of the role.

Example: Background Check for a Finance Manager

For a Finance Manager, verification is typically comprehensive due to direct access to company finances and assets. It usually includes:

• Identity and document verification

• Relevant educational background verification

• Career stability and employment history review

• Direct supervisor reference checks

• Financial record review via SLIK OJK

• Criminal record verification

This approach ensures integrity, credibility, and trustworthiness before appointing someone to a strategic role.

Example: Background Check for Entry-Level Positions

For entry-level roles, the process is typically more proportional and simplified, focusing on:

• Identity verification

• Educational validation

• Personality and work attitude assessment

• Digital footprint review

• Cultural fit evaluation

At this level, the emphasis is on potential, character, and growth readiness.

Leveraging Digital Background Check Platforms

Given the multiple stages involved in conducting employee background checks, many HR professionals face time and efficiency challenges especially when verifying multiple candidates simultaneously. Manual and fragmented processes may also lead to data inconsistencies.

This is where digital background check platforms become increasingly relevant. They streamline verification processes while maintaining accuracy and compliance.

To address this need, Background Check Psikologiehub is available as a dedicated platform designed to help HR professionals, recruiters, and business owners conduct candidate verification more efficiently, practically, and professionally. From data checks to report management, everything can be handled within one integrated system.