Reference checks are a vital part of the hiring process, but they usually require an inordinate amount of time and effort. In a tight labor market, the temptation is to make snap decisions to avoid losing a candidate. But you can quickly get adequate data to document those decisions by using a reference-checking product such as WinASAP from InfoMart. It provides a portal to computerized information services that combine speed with accurate and comprehensive fact-finding.

What It Does

Using the program’s opening Applicant Files screen, you enter the name and Social Security number of applicants to check their records. Once a secure connection is establish between your computer and the vendor’s server, the files are transferred and a New Applicant Profile appears, calling for basic facts about each individual. Then, you select the desired “services” or background checks.

Some item are automatically highlighted, such as an invalid Social Security number or a failure to match ZIP and area codes. A signed release authorizing the investigation must be on file.

You can request any number of listed services, including education, previous employment, personal and financial references, professional licenses, drivers’ license and drug screening. Drop-down boxes explain each service. You can set up a standard package of services or customize your requests for each individual.

Each service screen calls for more information. You can choose between two levels of services under Employment. “Basic” service checks employment dates, position, wage and reasons for leaving. An “Advanced” choice triggers contacts with supervisors/managers to probe attitude, job proficiency, work habits and people skills. (The company claims that staffers obtain information responses in those areas from more than 70 percent of references.)

After entering the data on all screens, you transmit to InfoMart, the investigative agency behind the software. The program notes the date the request was sent and the date when the final Profile is returned to you; both are displayed on the opening screen. The Profiles can be printed out, kept in an active file or archived for further reference. They can be sorted by any of the column headings.

InfoMart promises a turnaround time of two to three days, barring delay at government agencies or multiple court jurisdictions.

What I Like

The screens not only tell you what is wanted, they coach you in your replies. Several automatic features minimize keystrokes. For example, when you enter a ZIP code, the city and state appear. Or you can check off the NSSN (National Social Security Number) box to promptly verify an applicant’s reported number, last known address and last three places of employment.

Help is available on screen, either related to a particular window or through an extensive Help Index. A technical help service is available by phone fro 8 a.m. to 8 p.m. EST. Profile request can be completed without using a mouse. Standout program design permits rapid data entry using the keyboard alone with a series of keys key combinations.

Completed profiles, judging by my own and one name Test Dummy, all follow the same format. Their setup is irreproachable. For example, previous employment is presented in side-by-side columns. One shows what the employer contact reported. Next to it are the statements from the applicant.

Security is tight. I quickly learned that the InfoMart server was not fooled when I tried a few times to circumvent passwords and account numbers to enter my own profile.

Great care is taken to ensure compliance with federal and state regulations on reference checking releases; investigative consumer report disclosure and consumer credit report disclosure and authorization. Sample form and form letters are provided. Illegal information requests, spelled out EEOC and various state jurisdictions can be blocked.

What Could be Improved

A few data entry tricks are needed to satisfy the InfoMart server. A printed reference guide would permit faster journey to the top of the learning curve.

When using the telephone help line, you may initially get a recorded message; a company representative might not call you back right away.

Summary reports are regularly sent to users, but I think the user should be able to generate certain summaries on demand. In a future version, the company said, programmers might consider the need to sort the valuable information by education and job experience.

Given our litigious society, some extra safety-net verbiage would be useful in the suggested Background Notice/Authorization to release information. In any event, counsel should review and approve notices and release.

Summary

Computerized reference checking is another step toward streamlining HR operations by taking advantage of technological advances. Time-consuming exchanges of letter, telephone call or faxes – and the paper trail they produce – can be minimized. WinASAP is reasonable priced as an entry to easy, quick, and apparently accurate results.