Essential Employee Screening and Hiring Practices: A Guide for Small Business Security

Many small business owners think that “business security” is just about cameras, burglar alarms and good door locks.  In fact, the backbone to small business security is its employees.  You don’t want to hire any employee(s) with the intent (or pre-disposition) to steal your stuff or harm your employees.  Therefore, making informed hiring decisions is crucial for maintaining workplace security and protecting your employees. A comprehensive screening and onboarding process helps small businesses identify qualified candidates while preventing “regretful hires”. This guide explores the essential steps for implementing an effective employee screening program that enhances your organization’s security posture and identifies qualified employees.

Pre-Employment Screening Fundamentals

The foundation of a secure workplace begins before an employee’s first day.  Keep that it mind during the hiring process.  Start by developing clear, written hiring policies that outline your screening requirements and ensure compliance with local employment laws. Document your screening procedures and maintain consistent standards across all positions while accounting for role-specific requirements.  I recommend contacting a Labor Law attorney to develop these policies so you will be protected when (not “if”) you become a defendant in a civil suit related to your hiring practices.

Thorough Application Review

Review each candidate’s application materials carefully, paying special attention to employment history, educational background, and any unexplained gaps in employment. Red flags might include frequent job changes, inconsistent dates, or vague descriptions of previous responsibilities. Require candidates to sign a statement confirming the accuracy of all provided information.

Professional Reference Checks

Contact previous employers to verify employment dates, job titles, and responsibilities. While many companies limit the information they share, even basic verification can reveal discrepancies in a candidate’s application. Prepare specific questions about the candidate’s reliability, teamwork abilities, and any security-related concerns from previous positions.

Criminal Background Screening

Conduct comprehensive criminal background checks through reputable providers. Include federal, state, and county records searches to identify potential security risks. Ensure your background check policies comply with Fair Credit Reporting Act (FCRA) requirements and state-specific regulations regarding the use of criminal history in hiring decisions.

The results of each candidate’s criminal background check must be reviewed using an individualized assessment.  That means there CANNOT be a “cookie cutter” formula for accepting or rejecting a candidate.  Using the “cookie cutter” approach is forbidden by many state and federal laws and is a sure path to a train wreck.  

What is an individualized assessment of criminal background checks? We’ll get into that in more detail in another article but basically it means you must determine if the candidate’s past criminal activity poses a risk to your company’s assets or people.  Part of that assessment should include an inquiry into the circumstances of the offense and other relevant information.  

Drug Screening Programs

Implement a clear drug screening policy that specifies testing methods, substances screened, and consequences of positive results. Partner with accredited testing facilities that maintain proper chain-of-custody procedures. Consider:

• ongoing random testing programs to maintain a drug-free workplace environment.
• time frame and locations to provide a sample
• procedures if an invalid sample is provided.
• other contingencies for things like delayed testing, refusal to test, prescription medicines which can cause impairment.

Identity Verification

Verify candidates’ identities through government-issued identification and employment eligibility documentation. Use E-Verify or similar systems to confirm work authorization status. Check for any discrepancies between provided identification documents and application materials.

Professional Certification Verification

For positions requiring specific certifications or licenses, verify credentials through issuing organizations. Document expiration dates and renewal requirements. Create a system to track and ensure ongoing compliance with certification requirements.

Structured Interviews

Conduct structured interviews using consistent questions for all candidates. Include behavioral questions that assess integrity, responsibility, and judgment. Train hiring managers to recognize potential warning signs during interviews and document their observations.

Skills Assessment

Implement role-specific skills testing to verify candidates’ abilities. Consider both technical competencies and soft skills essential for the position. Use standardized assessment tools when possible to ensure consistent evaluation across candidates.  Be sure to check if the tests are legally administered by consulting with your Labor Law Attorney.  

Social Media Review

While maintaining compliance with privacy laws, review publicly available social media profiles for red flags such as inappropriate content or concerning behavior. Document your social media screening policy and apply it consistently to avoid discrimination claims.

Creating a Comprehensive Onboarding Process

Once an person is hired, administered your structured onboarding orientation program that reinforces, among other things, your security culture from day one. Include:

• Security awareness training covering physical security protocols
• Emergency procedures, and reporting requirements
• Clear communication of workplace policies and expectations
• Documentation of required training completion
• Requirement of regular performance evaluations during the probationary period

Ongoing Monitoring and Assessment

Implement systems for continuous evaluation of employee performance and adherence to security protocols. Consider periodic background checks for employees in sensitive positions – and what to do if something abnormal is discovered.   Maintain clear procedures for addressing security violations or concerning behavior.

Legal Compliance Considerations

Stay current with employment laws affecting screening practices by maintaining regular contact with your attorney and discussing:

• Ban-the-box legislation limiting criminal history inquiries
• State and local laws regarding drug testing
• Equal Employment Opportunity Commission (EEOC) guidelines
• Privacy and data protection requirements
• Adverse action procedures under FCRA

There is also movement toward elimination of the Self Disclosure section of post-offer onboarding paperwork.  This is different than “Ban the Box” which was eliminated as part of the pre-offer paperwork.  

Documentation and Record Keeping

Maintain detailed records of all screening activities, including:

• Signed consent forms
• Background check results – check with your attorney about proper retention of these sensitive documents
• Interview notes and assessments
• Training completion records during the onboarding process 

Store records securely and establish retention policies that comply with legal requirements.

By implementing these comprehensive screening practices, small businesses can significantly reduce security risks while building a reliable, trustworthy workforce. Regular review and updates of your screening procedures ensure they remain effective and compliant with current regulations.

Remember that effective employee screening is an ongoing process that requires commitment and resources. However, the investment in thorough screening practices pays dividends through reduced security incidents, improved employee retention, and enhanced workplace safety.