Background Screening: Name Matching

The Basic Truths About Background Screening, Part 10Copyright © 2015. TRAK-1 Technology, Inc. All Rights Reserved.

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The Basic Truths About Background Screening:Name Matching

Trak-1 is an Accredited Member of NAPBS


Your Host: Rick ColtmanDirector 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 [email protected]

• Hopefully You Find this Webinar Informative! Please Join Us for Each Webinar at http://trak-1.com/webinar

Your Presenter: Matt GrahamVP of Operations, Trak-1

Technology, Inc.

mailto:[email protected]

http://trak-1.com/webinar


Who Are You?


How Do You Know a Person?

Via a Background Screening Process


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


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Name Matching Is Simple ….. Is a Lie

Three Focal Issues With Name Matching:

• Incomplete information provided• Personally identifiable information protected (PII)• Derivatives of names are used


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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.


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.


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Derivatives Of Names Used

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


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Ten Steps To Effective Name Matching


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Step One

Decide to implement a comprehensive background screening program.


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Step Two

Choose an accredited national professional background screening company that certifies it's team members in FCRA compliance.


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Step Three

Educate your staff on FCRA compliance and the standards for accreditation.


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Step Four

Ask all the right questions to get full name information - legal name, former names, nicknames, suffixes, also known as or alias names.


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Step Five

Require each to be filled out with names or "NONE“.


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Step Six

Run a search on every name provided to maximize the results and records found and

returned.


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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.


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Step Eight

Do not rely on name match only results without digging deeper with your applicant.


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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.


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Step Ten

Look at every item on your report to ensure that the names are matching on each record returned.


Take Away PointsBackground Screening & Name Match Tips

1. It is important to know the applicant before you make a decision2. Background screening, and name matching, are imperative to the

interview process3. Name matching is not as easy as it sounds4. 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 screening6. Always make sure to verify the information you have with the

individual in question

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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.

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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….

Background Screening: Name Matching

Recruiting & HR

Transcript of Background Screening: Name Matching