Criminal record search is a critical component of background screening procedure to unearth prospective employee or a business partner civil behaviour & litigation records, if any registered at the police jurisdiction of permanent, current residential areas and legal databases searches across India and rest of world. The request can be processed both by an Indian citizen looking for a full or part time job in private organisation in India or abroad, as well organisation’s Human Resources & Compliance Departments recruiting from entry to director level job positions.
As India is becoming a fast-paced economy, the implementation of digitised criminal records by National Crime Records Bureau is strengthening the police force administration by enabling quick exchange of information records between police stations and supervisory police officers. This helps remove the issue of red-tapism & harassment faced by citizens who lodge physical complaints and FIRs, along with streamlining the entire police verification process by reducing the average police verification turnaround time. The system is gradually moving from development to implementation stage in metropolitan cities of India, for the welfare of citizens, and background screening agencies As per our last year’s article, the centralised criminal digital record system is expected to be operational by this year (2018) end.
Meanwhile, the process to obtain certified criminal record check of an individual’s current or permanent address under city police commissionerate officer, remains a mixed approach of manual and online registration. It has strict guidelines for individual or organisation adherence, however, with the knowledge, assistance and network of background screening agency the complete process becomes hassle free, provided the job candidate and Human Resources Team extend full cooperation throughout the process. The application procedure is digitised in the metropolitan regions and procedure is less hassle free and responsive as compared to other non-metro cities, in both the approaches, preparation of valid documents is the very first step for a successful request submission to the Commissioner/Superintendent office/Police station.
A credible background screening company can assist private organisations/MNCs/corporates in processing of police clearance certificates of new hires. On the one hand, it helps in fulfillment of Human Resources Compliance and Organisational security requirements and on the other, potential job seekers can prepare themselves for their next employer personal background check report. For police clearance certificate, the following documents are mandatory:-
1- Authorisation: Letter of consent with recent colour photograph, signed by job applicant.
2- Residence & Identity proofs: A copy of self-attested valid identity proof of current address (minimum 6 months old) like Aadhar/Voter/Driving license/Passport/Rent Agreement duly registered in the Hon’ble Court of Law/Registrar/SDM Office (Rent Agreement issued by Notary Public is not applicable, alongwith copy of I.D. proof of native place )/ Current Bank Pass Book having photo, Current Electric /Telephone bill showing applicant name & address. (any two).
3- Request letter: On the official letterhead of either the background screening company or organisation, following information needs to be mentioned:-
- Purpose of police verification certificate
- Candidate current and permanent addresses
- Duration of stay
- Employment period
- Signature and stamp of concerned authority of background screening company or employer
4- Witness: Two witnesses are required who know the candidate and reside in the same city. The witnesses need to sign candidate’s police verification form along with attaching their self-attested ID proofs of the particular address which falls in the same city as that of the candidate.
After furnishing the aforementioned legible documents, the police clearance form (download available on the state police website) has to be filled without any mistakes along with the payment of applicable challan fee through pre-defined payment modes.
Upon receipt of complete application form and payment of application fee, an acknowledgement receipt is issued by the commissioner office authority, and from there applicant details are then submitted to the concerned zone police station to initiate the process of applicant’s criminal verification. Thereafter, the police officials ask either the candidate or their representative to visit them and provide another form requiring the aforementioned documents (checklist 1-4).
Following which, candidate’s residence is visited (prior information of visit is given to candidate or their residence members to make the interaction hassle free) by police personnel to ascertain candidate’s activities at their premises and in vicinity. Apart from physical visit, searches are run on criminal/law records manual & database to confirm the issuance of police clearance certificate.
Complete verification takes between 7-21 business days and the availability of report is notified to the registered mobile number and email address of candidate to download electronic pdf file format of issued certificate, In few states where the verification process system is not fully technology driven, certificate can be collected from the concerned police station or shall also be delivered at candidate’s postal address.