The right background check package is built from several targeted searches chosen for the role, not one generic product. A typical package starts with an SSN trace to surface address history, adds county criminal searches in the jurisdictions that history points to, layers in state or federal criminal searches when needed, and adds role-specific components such as a motor vehicle record for drivers or a sanctions search for healthcare positions. This guide covers each component, its limits, and how to combine them by role type.
Why “one background check” is the wrong question
Employers often look for a single product that checks everything at once. No such product exists: criminal records are kept by thousands of separate county, state, and federal courts, and no single database aggregates all of them into one real-time source. A responsible package is assembled from multiple searches that work together, each covering a gap the others leave open.
This matters legally, too. The Fair Credit Reporting Act requires a consumer reporting agency to “follow reasonable procedures to assure maximum possible accuracy of the information” in a report (15 U.S.C. 1681e(b)). Relying on a single nationwide-sounding database search, without confirming hits at the source, does not meet that standard alone.
The building blocks: what each search actually returns
SSN trace
An SSN trace cross-references a Social Security number against credit header and public record data to build a history of names and addresses. It does not report criminal history; its job is to tell you where someone has lived, so you know which county and state courts to search. Skipping this step is the most common reason a package misses a record, because a “hit” or “no hit” in the wrong county tells you nothing.
County criminal court search
The county courthouse is where a criminal case is filed, prosecuted, and resolved, making a direct county search the primary record source for criminal history in most of the country. A county search queries the court of record, in person, through an electronic index, or through a courthouse researcher, for cases tied to the candidate’s identifiers in that jurisdiction. Its limit is scope: it only covers the county or counties searched, so it needs to be paired with address history telling you which counties matter. See Reveal’s criminal background check page for how county-level searching fits into a broader strategy.
Statewide repository search
Most states maintain a statewide criminal record repository, fed by county courts and state police. A statewide search can help fill gaps for counties not directly searched, but repositories vary in how current and complete they are, and some counties report to the state slowly or inconsistently. Treat a statewide search as a supplement to county searching, not a replacement.
Federal criminal search
Federal courts handle a distinct, narrower set of offenses, such as federal drug trafficking, fraud, or immigration crimes, prosecuted in U.S. District Court. A federal search only returns federal cases; it will not show a state assault or theft conviction, since those are prosecuted in county or state court. Employers sometimes assume “federal” means “more complete,” which is backwards: it covers a specific, comparatively small category of offenses, and is typically added as a component rather than used standalone.
Multi-jurisdictional database search
This product, sometimes marketed as a “national” criminal search, aggregates data from state repositories, corrections records, sex offender registries, and other sources into one searchable index. It is fast and broad, useful as a pointer: a hit tells you where to direct a courthouse-level search to confirm the record, verify identity, and get current disposition information. It is not a substitute for county-level confirmation, because underlying sources are inconsistent in coverage and update frequency, and a record can be incomplete, outdated, or mismatched to the wrong person. A package relying on a database search alone, without confirming meaningful hits at the source, carries accuracy risk that the FCRA’s reasonable procedures standard is meant to prevent.
Motor vehicle record (MVR)
An MVR search pulls a candidate’s driving history and license status directly from the state department of motor vehicles. It is essential for roles involving driving and is the primary tool for identifying moving violations, suspensions, and DUI-related offenses tied to a license. See Reveal’s MVR background check page for details on ordering and turnaround.
Employment and education verification
These searches confirm dates, titles, and degrees directly with former employers and schools rather than relying on a resume. They do not touch criminal record databases; they are a separate check on the accuracy of what a candidate reported.
Healthcare sanctions and exclusion searches
For healthcare roles, a sanctions search checks exclusion lists such as the HHS Office of Inspector General’s List of Excluded Individuals/Entities, which identify people barred from federally funded healthcare programs. This is distinct from criminal history and is typically required for roles touching patient care or billing.
Sample packages by role type
| Role type | Core components | Why |
|---|---|---|
| Entry-level / general staff | SSN trace, county criminal search in current and recent counties, multi-jurisdictional database as a supplement | Searches the courts most likely to hold a record, without the cost of a broader package the role doesn’t need |
| Driving / delivery / transportation | SSN trace, county criminal search, MVR, and where applicable an FMCSA Clearinghouse query for CDL drivers | Driving history and license status are the primary risk factors; see Reveal’s guide to FMCSA Clearinghouse queries |
| Healthcare | SSN trace, county criminal search, statewide search, healthcare sanctions and exclusion search, license verification | Patient-facing and billing roles carry exclusion-list requirements general criminal searches don’t cover; see Reveal’s explanation of FACIS levels |
| Financial / fiduciary | SSN trace, county criminal search, statewide or database search, employment verification, sometimes federal criminal search where relevant | Roles with access to funds or financial systems often warrant broader verification |
| Management / executive | SSN trace, county criminal search across full address history, education and employment verification, federal criminal search where relevant | Higher trust and authority roles typically justify a wider search radius and more thorough verification |
These are starting points, not fixed formulas. The right package depends on the role’s duties, applicable state and local law, and your organization’s own screening policy. Reveal’s employment background check services can be configured to match these patterns, and current package pricing is on the pricing page. Staffing agencies building packages across many client roles at once can see how this works at scale on Reveal’s staffing background checks page.
What a background check package cannot do
No package, however broad, returns every record about a person or guarantees a complete history. Court records can be sealed, expunged, or not yet entered into an index. A report is information for human review, not a verdict, and a hit on any component should prompt individualized assessment rather than an automatic decision. The EEOC’s enforcement guidance on arrest and conviction records notes that a policy excluding “every individual convicted of any offense, except a minor traffic offense” without regard to job relevance is difficult to justify, and calls for individualized assessment before criminal history is used to deny employment (EEOC enforcement guidance).
The FCRA also limits how far back certain information can be reported. Under 15 U.S.C. 1681c, most adverse items other than criminal convictions cannot be reported past seven years, with different rules for bankruptcies and certain higher-salary or higher-value transactions. Criminal convictions are not subject to that seven-year limit under federal law, though some states impose their own, narrower limits.
Consent and adverse action still apply to every component
Every component in a package, from an SSN trace to a sanctions search, is part of a consumer report subject to the same rules. Before procuring a report for employment purposes, the FCRA requires a clear and conspicuous written disclosure to the candidate and their written authorization (15 U.S.C. 1681b(b)(2)). If information from any component contributes to a decision not to hire, the same law requires giving the candidate a copy of the report and a description of their rights before the adverse action is finalized, the pre-adverse action step, followed by a reasonable waiting period and a final adverse action notice (15 U.S.C. 1681b(b)(3)).
Frequently asked questions
Do I need a federal criminal search for every role?
No. A federal criminal search only covers offenses prosecuted in U.S. District Court, a narrow category compared to the offenses handled at the county level. It is most useful for roles with specific federal exposure, such as regulated financial or government-adjacent positions, rather than as a default for every hire.
Is a multi-jurisdictional database search enough on its own?
No single database aggregates every county’s criminal records in real time, so a database search should be used as a pointer to direct further research, not treated as a complete result. Meaningful hits should be confirmed at the county or state source before they factor into a decision.
What does an SSN trace actually check?
An SSN trace does not search criminal records. It develops a history of names and addresses associated with a Social Security number so you know which counties and states to search for criminal records, and it can flag identity discrepancies worth reviewing.
Why would I need both a county search and a statewide search?
A county search covers the specific court where a case would be filed and is generally the most direct record source. A statewide repository search can help catch records outside the counties you searched directly, though state repositories vary in how current and complete they are, which is why the two are typically used together rather than as alternatives.
What makes a healthcare package different from a standard package?
Healthcare roles typically add a sanctions and exclusion search against lists like the HHS Office of Inspector General’s exclusion list, which identifies people barred from federally funded healthcare programs. This is separate from criminal history searches and is generally specific to roles involving patient care, billing, or other regulated healthcare functions.
Can I just buy the biggest package for every role to be safe?
A package should match the duties and risk profile of the role rather than defaulting to the broadest option for every position. Requirements also vary by state and locality, so the right mix for a given role is best confirmed against your organization’s own screening policy and current legal requirements.
Disclaimer
This article is general information, not legal advice. Background screening requirements vary by state and locality and change over time. Employers should confirm their current obligations, including consent, disclosure, and adverse action requirements, with their own counsel before finalizing a screening package or policy.
