Police Verification Process - AuthBridge PDF

Police Verification Process Version 2.4 | AuthBridge © 2005-2023. All Rights Reserved Introduction The Police verification is one of the important parts of the Background Verification which is conducted to verify the Criminal history of a candidate as per the information provided in the...

Police Verification Process Version 2.4 | AuthBridge © 2005-2023. All Rights Reserved Introduction The Police verification is one of the important parts of the Background Verification which is conducted to verify the Criminal history of a candidate as per the information provided in the Background Verification Form (BVF) or Job application form. It involves verifying the authenticity of documentary evidence of candidates’ Police verification is conducted from vendors, who do the verification and provide revert to us. The below documented process is detailed description of the standard process and recorded exceptions while conducting the Police verification. It has been written assuming that the user has knowledge about the basic terms being used in the background verification processes. Version 2.4 | AuthBridge © 2005-2023. All Rights Reserved Requirement Classroom training on the Processes Training: Training on usage of Bridge and Opus Bridge Applications: Opus Allocated checks Input: Candidate Name, DOB, Father’s Name & ID Numbers Supporting documents Other: Not applicable ___________________________________________________________________________ Version 2.4 | AuthBridge © 2005-2023. All Rights Reserved Terminology Below is the basic terminology which is being used while processing the Police verification check: CASE: It is the set of checks created in a process on the basis of the Standard/Non-Standard instructions. Check: Details provided by the candidate or client in BVF/EAF/JAF get categorized into different sets which are called Checks. ARS Number: It is a ten-digit number assigned to a case received from client. Format XXXX-XXXXXX, set of first four digits is client code and rest six digits is the number of cases received from client. ARN: ARN is Authorization Release Note. Bridge: The application being used on Computer to run the complete life cycle of a case for background verification is called Bridge. It has separate logins for different roles and users in those roles. Verifier: User who is initiating the verification and closing the verification on his own INT: It is the abbreviation used for internal teams, INT1 and INT2. OVS: OS is the short form used for Overseas. CCC: It is the short form of “Case Closed by Client”. SI: Special Instruction for the check Version 2.4 | AuthBridge © 2005-2023. All Rights Reserved Standard process of Reference Verification Version 2.4 | AuthBridge © 2005-2023. All Rights Reserved Procedure Before starting the Police verification, below are few things which needs to be clear pertaining to the check closures: Documents required in order performing Police Verification:  Cost approval for Overseas verification  Duly signed BVF  Hand signed Authorization letter (UK, US, Canada)  Identity proof, (Each country has their own list of documents) Checks which are being verified during the Police Verification:  Police Record Verification through Law Firm – OPUS – This type of check receives in OPUS window to work and Ovs Verifier complete the verification and sent back to department for closure  Criminal Litigation Database Check – Bridge – This type of checks received in Bridge window, overseas verifier completes the verification and close the check in Bridge Version 2.4 | AuthBridge © 2005-2023. All Rights Reserved Tagging Discrepant Match is found in Police Records / any Criminal History. Where Partial Address or Partial Name is found in Police Records / any Criminal Attention Required History Where verification could not be completed due to absence of mandatory Insufficient information or document. Response not Received No response if received from the Source. Clear Where no match is found in Police records. Version 2.4 | AuthBridge © 2005-2023. All Rights Reserved Verifier’s role Verification is being done through external verification processes, Verifier allocate the check to relevant vendors with required details, once the verification response received by Vender, Overseas verifier update the antecedent in OPUS or Bridge and take action appropriately. Prior to allocating checks to the vendor, there is an important aspect to be taken into consideration i.e., for specific clients, approval will be taken from the client for subcontracting and for vendors, so for such clients allocation of the checks will be done only to the approved vendors. Instruction for the same will be mentioned in the Special instructions on Bridge and the client specific approved list of vendors will be provided via email or any other mode of communication. Version 2.4 | AuthBridge © 2005-2023. All Rights Reserved Verification Process Once the check is released from Quality check window, it goes to the Allocator window. Allocation is being done from allocator window. Allocator check the source of verification, in case of overseas, allocator allocate this to overseas window for further processing Overseas team get the check in overseas window for further processes. Verifier do basic checks before allocating this to Vendors Verifier team work on two different checks for PV, details given below slides Version 2.4 | AuthBridge © 2005-2023. All Rights Reserved 1. Police Record Verification through Law Firm Overseas team receive this check on OPUS to work, this check got updated in OPUS and send back to department for closure Version 2.4 | AuthBridge © 2005-2023. All Rights Reserved 2 Overseas Verifier get the check from below window Individual allocation done through above window. Version 2.4 | AuthBridge © 2005-2023. All Rights Reserved 3 - Verifier review the below details before initiating the verification – Overseas cost approval is mandatory to initiate the verification Version 2.4 | AuthBridge © 2005-2023. All Rights Reserved Country specific signed ARN – (List of country specific ARN added in Annexure) Version 2.4 | AuthBridge © 2005-2023. All Rights Reserved Country specific documents - Refer list of mandatory documents for each country. Verifier cross validates all the check as well as case level documents before raising insufficiency. 4 Verifier/Approver will cross check the details from docs and stated details. If any error found, overseas verifier update the PVT error log for correction, PVT team update the correct details in stated side and revert to Overseas department Version 2.4 | AuthBridge © 2005-2023. All Rights Reserved 5 In case of any missing details/document, Team raise the Insuff in OPUS to get the required approval/details in below format Overseas_Country Name_Cost approval for _“Verification Source Name”  Insufficiency not fulfilled – In that scenario, Antecedent will be updated as “Not applicable” & check will be closed as “Closed with Insufficiency”  Insufficiency fulfilled – Once the insufficiency got fulfilled, verifier start the verification process Version 2.4 | AuthBridge © 2005-2023. All Rights Reserved After getting all the required information overseas team process the Verification 6 Verification by Vendor – Vendor allocation Overseas check got allocated to vendors by Overseas Verifier, Verifier make sure that all the mandatory required documents are being sent to Vendor for verification. Mark mail to vendor along with the details like Candidate Name, and ARN Version 2.4 | AuthBridge © 2005-2023. All Rights Reserved  Add comment in the check with the queue ATV (Allocate to Vendor) Version 2.4 | AuthBridge © 2005-2023. All Rights Reserved After sending mail to vendor, verifier need to update the tracker “Vendor allocation tracker” Version 2.4 | AuthBridge © 2005-2023. All Rights Reserved 7 Vendor send response in report format Version 2.4 | AuthBridge © 2005-2023. All Rights Reserved 8 Updation of Antecedent from the response provided After getting the response from Vendors, Verifier needs to update the Antecedents (Verifier side) Verifier needs to update each detail given in response and save the details in OPUS. Version 2.4 | AuthBridge © 2005-2023. All Rights Reserved 9 Verifier attaches the response in Bridge Version 2.4 | AuthBridge © 2005-2023. All Rights Reserved 10 After updating antecedent in OPUS and attaching the documents in Bridge, Verifier send that check by using the Opus. After click on “sent” the check move from overseas window to DB department for closure. DB Department review and close the check as per verification done by overseas verifier. Version 2.4 | AuthBridge © 2005-2023. All Rights Reserved Criminal Litigation Database Check Overseas team receive this check on Bridge to work, Verifier complete the verification and update the Antecedent in Bridge & close this from our end 1 Login to Bridge window Version 2.4 | AuthBridge © 2005-2023. All Rights Reserved 2 Overseas allocation window for PV check – Criminal Litigation Database check Version 2.4 | AuthBridge © 2005-2023. All Rights Reserved 3 Verifier needs to review the below details before initiating the verification –  Overseas cost approval is mediatory to initiate the verification Version 2.4 | AuthBridge © 2005-2023. All Rights Reserved  Country specific signed ARN – (List of country specific ARN added in Annexure) Version 2.4 | AuthBridge © 2005-2023. All Rights Reserved  Country specific documents - Refer list of mandatory documents for each country Verifier cross validates all the check as well as case level documents before raising insufficiency. Version 2.4 | AuthBridge © 2005-2023. All Rights Reserved 4 In case of any missing details/document, Team raise the Insuff by Bridge to get the required approval/documents/details in below format Overseas_Country Name_Cost approval for _“Verification Source Name”  Insufficiency not fulfilled – In that scenario, Antecedent will be updated as “Not applicable” & check will be closed as “Closed with Insufficiency”  Insufficiency fulfilled – Once the insufficiency got fulfilled, verifier start the verification process Version 2.4 | AuthBridge © 2005-2023. All Rights Reserved  5 Verifier/Approver will cross check the details from docs and stated details. If any error found, overseas verifier update the PVT error log for correction, PVT team update the correct details in stated side and revert to Overseas department. After getting all the required information overseas team process the Verification. 6 Verification by Vendor – Vendor allocation Overseas check got allocated to vendors by Verifier, before allocation to vendor verifier need to check the documents list for source country, Verifier make sure that all the mandatory required documents are being sent to Vendor for verification. Version 2.4 | AuthBridge © 2005-2023. All Rights Reserved  Mark mail to the vendor along with the details like Candidate Name, and ARN. Version 2.4 | AuthBridge © 2005-2023. All Rights Reserved  Add comment in the check with the queue ATV (Allocate to Vendor).  After sending mail to vendor, verifier updates the tracker called “Vendor allocation tracker” Version 2.4 | AuthBridge © 2005-2023. All Rights Reserved 7 Vendor sends response in report format. Version 2.4 | AuthBridge © 2005-2023. All Rights Reserved 8 After getting the response from Vendors, Overseas verifier updates the bridge – Verifier updates the Antecedents (Verifier side) Version 2.4 | AuthBridge © 2005-2023. All Rights Reserved Verifier attach the response on Bridge Version 2.4 | AuthBridge © 2005-2023. All Rights Reserved  Verifier select the disposition basis of verification done & close the check in bridge Version 2.4 | AuthBridge © 2005-2023. All Rights Reserved 9. Action taken on check A. Raise Insufficiency: This status is used when there is insufficiency of document/information required for verification. B. Attach/Delete Documents: This option is used when there is requirement to attach or deletes any document from the check. C. Updation of Antecedent – Verifier need to take action to update the Antecedent D. Close the check – Verifier close the check on Bridge 10. Vendor Hiring Process Overseas team will be assessing all sample reports received from the vendor and would be sharing eligibility scoring for all checks where eligibility criteria will be more than equal to 70% for all checks. Version 2.4 | AuthBridge © 2005-2023. All Rights Reserved 11. Vendor Evaluation Process Each of the assigned vendor’s performance will be tracked and evaluated at fixed frequency. Performance observation Quartile DAP Stage Action Taken Issuing Authority timeframe Stage 1 1 month Verbal Warning to be given AM and above 1st Warning Letter to be Stage 2 1 month AM and above issued BQ 2nd Warning Letter to be Stage 3 1 month AM and above issued Refer to Process Owner for Stage 4 - HOD Ops. actions to be taken per SOW process has been designed as mentioned below for the low performing vendors. Version 2.4 | AuthBridge © 2005-2023. All Rights Reserved 1. Compliance For audit schedule, audit points or audit queries, vendors are given 7 working days at initial stage to respond back to the compliance team however, in case of no revert 3-4 more working days will be provided, even then if vendor doesn’t respond then disciplinary action will be taken against the vendor. For business continuation, HOD approval to be taken and accordingly risk tracker will be updated. Department SPOC to coordinate with the vendor partner pertaining to timely reply on audit schedules, audit concerns/queries. Version 2.4 | AuthBridge © 2005-2023. All Rights Reserved Gurugram Tower D, GLOBAL BUSINESS PARK, 14th Floor, Sikanderpur, Sector 26, Gurugram, Haryana Contact Us [email protected] +91-850-680-4541 Version 2.4 | AuthBridge © 2005-2023. All Rights Reserved