Understanding Criminal Reports
While credit information relies on social security numbers as a virtually fool-proof identifier to distinguish one person from the next, criminal reports are not indexed by Social Security Numbers (SSNs).
Criminal Reports are pulled by name, date of birth, and sometimes past addresses. Because of this we strongly recommend entering the applicant's middle initial to get the most accurate results.
To ensure the accuracy of reports used in your approval process:
- Be sure to enter complete, accurate information into the search fields
- Verify information that can be taken into consideration in your area
- Enter middle initial or name
System Note: Our upstream vendors automatically apply known compliance verification to the results which helps remove any records which would not be compliant with your local laws or regulations. This verification is based on Landlord's or Property Manager's zip code and not the tenant or property zip code. Before using any information provided in the reports, be sure it complies with your laws and regulations that govern your location.
Common Results
Similar Matches:
When you run a criminal check, the results will not only show exact matches but it may also include close or similar matches, which may sometimes include other individuals' criminal records. This is because the other individual's name, date of birth, or address may match or be similar to your applicant's.
False Positives:
If your applicant does not have a criminal record, the report may show other individuals' criminal records on the report, but nothing will show for your applicant because your applicant does not have any criminal records to display.
Similar Matches and False Positives are NOT mistakes. This is to be expected, and it is how most criminal records work.
Some records will include a photo to help you make the determination and some (without photos) will require you to review them a bit more to realize whether or not the criminal record belongs to your applicant.
Close or similar matches are extremely helpful when typos are involved. For example, if the court mistakenly entered the name as John B Smith, instead of John A Smith and our system only provided exact matches, your applicant could have a criminal record that you would never see. However, since our system also provides close or similar matches, it would show you the record with the typo.
If your applicant does have a criminal record, then there should be records listed on the report that do match your applicant. We recommend learning more about Nationwide vs. State or county-level reports here: Understanding Nationwide Reports
Note: We do not have any control over the information recorded in each database. We return the information to you that is available in the database depending on the report you order and we recommend verifying with your local guidelines for usage of criminal reports in tenant screening, as they may vary.
Click here to access Denial Letter templates in your Rentec Direct property management software Denial Letter (Adverse Action Notice) for Public Records
Common Notices / Errors
"This applicant cannot be conducted through the automated system at this time."
This message is often due to the subject's common name or other factors that have initiated a manual review by CIC to confirm accuracy. While it can take 1-3 business days to release the report, it is typically completed much faster. Please choose 'Reload From Source' in 1-3 business days to check for updates.
"Report Not Available Due to Regulatory Restrictions."
This message means that the jurisdiction for which this report was ordered may not allow this data to be used for tenant screening purposes. This does not indicate that the subject does or does not have a criminal record, but rather that the data is restricted from use in this manner.
Important Note: The Public Records used in this system are made available as provided by the source. Rentec Direct, LLC, including its affiliates or vendors, does not warranty the accuracy or completeness of the information contained in the reports provided.