Reliable and timely court research is a critical component of any
services provided to CRAs in the background screening industry. A
pre-hire background check often requires multiple steps – including an
address history trace, a national criminal file (“nat-crim”) search,
and validation of the candidate’s personally identifiable information
(PII). This produces pointers to where official court research and
record retrieval at the county level should be conducted.
This court record search can span multiple counties and
courts based on where the applicant has lived, and any historical
pointer public criminal records found in the nat-crim search.
Research is performed across disparate county court systems, and
records must be confirmed and matched to the PII provided and
subsequently adjudicated to determine if any records can be used
based on the CRAs instructions.
Court data can be accessed in several different ways: public
online court systems, going on site and contacting the court
directly for case documents, or some combination of online and
on-site research. Humans manually searching records online is time
consuming and may be prone to errors. “Court runners” going on site
to use public access terminals or requesting case copies is costly
and even more cumbersome. This often lengthy and expensive process
can be significantly streamlined through smart automated retrieval processes.
Robotic Processing Automation (RPA) technology, or software
robotics, is a benefit for the background screening industry because
it automates the time-consuming processes of data retrieval,
filtering, cleansing, matching, adjudication, and result transmission.
The court research process involves three distinct phases:
gathering the most reliable and up-to-date court data from the primary
source, cleansing/filtering the data based on CRA instruction, and
performing requested records validation. All stages of this process
can be significantly improved by RPA technology. Through automation,
data is retrieved in real-time directly from the official online court
source at the time of the order – a key step in improving quality and
reducing turnaround time. Humans simply cannot do this as quickly,
affordably, and reliably as RPA technology.
Once the data is retrieved, it must be cleansed and filtered
– a process usually done by humans reviewing the data themselves
to remove noise (unrequested records), match records to the
applicant based on available PII, and validate accuracy meeting
the CRA’s request. RPA can cleanse, filter, and match records to
specific rules provided by CRAs. It also eliminates the need for
manual review and input of information and automates human
keystrokes in the workflow as data is retrieved, validated, and
moved through the process. This further improves turnaround time
and quality of the information passed onto the CRA.
Automation can make a significant impact on the bottom line,
reducing turnaround time and unnecessary costs while providing an even
higher degree of confidence in the reliability of the requested
information. The way it is executed can vary significantly depending
on client needs, providing a flexible and customized system for
accessing the best possible data.
Thanks to automation, CRAs can also choose to receive court
data through a custom filter and specify the way they want the data
to be processed. A traditional court runner will often return a
result that is limited in scope. Legacy “scraper tools'' typically
return more records than needed and require clean up by human staff.
RPA and more sophisticated robotics, on the other hand, can filter
results intelligently based on a CRAs needs to reduce noise, avoid
mistakes, and save adjudication time.
Automation is driving more reliable, efficient, and
cost-effective operations, thanks to real-time data retrieved
straight from the authorized court source. These results can also be
custom filtered so CRAs get exactly the results they need. Custom
filtering cuts down significantly on the amount of work the CRA or
client must do.
Court research workflows can benefit from near real-time
records straight from the court-authorized source, and automation
can make all the difference. Find out
how they can help your business today.
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guidance and is not intended to convey any tax,
benefits, or legal advice. For information pertaining to
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