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FAQ - Background Checks on Employees
FAQ - Background Checks on Employees
My agency is allowed by North Carolina General Statute (NCGS) to obtain criminal history background checks from the SBI. Who do I contact to get started?
Click
here
to see how the process works.
I misplaced the copy of our Agency Access Agreement. How can I obtain a copy of our agreement on file with the NCSBI?
Please submit a request to
AIUhelp@ncsbi.gov
along with your agency ORI#.
I misplaced a copy of my Agency Authority for Release of Information (AFR), can I use another Agency’s AFR?
No, these forms are agency specific and dissemination of these forms to another agency is prohibited. You may request a copy of your AFR form by emailing your request to
AIUhelp@ncsbi.gov
.
How long should I keep the AFR on file?
Your agency should keep the AFR on file for one year.
Does the NCSBI need a copy of the Regulations Regarding Receipt of CHRI?
The NCSBI needs a copy of the Regulations Regarding Receipt of CHRI on file for each personnel who receives/views of CHRI.
How often should the Agency update the Regulations Regarding Receipt of CHRI form?
The Agency should update these forms, whenever there is a change of contact personnel within the agency that receives/reviews the CHRI.
Who can receive and review the background check information?
The background check can ONLY be given to the agency’s authorized officials that have completed and signed a Regulation form.
Please note,
if the contact person(s) that you have named as an authorized official(s) that submit and/or receive criminal history record information (CHRI) from the SBI and FBI leaves your agency, please notify the SBI on agency letterhead by email or by mail immediately with the new authorized contact person(s) along with a signed copy of the regulation form. A copy of this form can be requested and may be emailed to
AIUhelp@ncsbi.gov
.
How long should I keep the background check results on file?
The background check should be kept on file for one year.
How many personnel can receive and view the CHRI?
We suggest no more than three personnel to receive and review the CHRI.
Where do we have to keep the background checks?
All background check results should be separate from the personnel file and under lock and key.
How often will our Agency be audited?
At a minimum of every three (3) years.
What is an acceptable way to dispose of CHRI?
There are two acceptable manners of disposing of CHRI and any fingerprint cards that may be on file. The two acceptable disposal methods are shredding or incineration of the information. It is not acceptable to discard the CHRI in the trash can. Also, NO agency should contract with an external agency to perform the shredding of CHRI. (called outsourcing). The agency must handle the shredding or incineration of the documents in-house. Upon shredding, the agency can outsource disposal of the shredded items.
Can an Agency use CHRI for another related agency of authorized entity requiring CHRI?
No, all information from the NCSBI is agency specific. Information should not be shared.
Can an individual request a copy of their CHRI from one agency to use for another requesting agency?
No, all information from the NCSBI is agency specific.
How does my employee request a copy of his or her CHRI?
An employee may request a copy of their CHRI through the
Right to Review process
.
How do I obtain fingerprint cards for a non-criminal justice agency that has an access agreement with the SBI?
The SBI no longer provides blank FD-258 applicant fingerprint cards. Please see this
memo
for more information.
Frequently Asked Questions
Personal Review
Employers/NC Licensing Entities
Background Checks on Others