Understanding Criminal Reports
While credit information relies on Social Security numbers as a virtually foolproof identifier to distinguish one person from another, 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, helping remove any records that would not comply with your local laws or regulations. This verification is based on the landlord's or Property Manager's zip code and not the tenant's or property's zip code. Before using any information provided in the reports, be sure it complies with the 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 they 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, but nothing will appear for your applicant because they do 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 returned exact matches, your applicant could have a criminal record 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 match your applicant. We recommend learning more about Nationwide vs. State or county-level reports here: Understanding Nationwide Reports
Note: We do not control 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 the 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' to check for updates in 1-3 business days.
"Report Not Available Due to Regulatory Restrictions."
This message indicates that the jurisdiction for which this report was ordered may not allow this data to be used for tenant screening. This does not indicate whether the subject has 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.