Is background verification keeping pace with the way of work — and workers — are changing?
That was the big question we posed at the recent NHRD Thought Leadership event, where over 40 HR leaders came together for a high-energy group discussion hosted by SpringVerify.
What followed was a group discussion about background verification (BGV) tools — it was a passionate exchange of ideas about fairness, efficiency, trust, and the future of hiring itself.
Table of Contents
What Challenges Are HR Leaders Facing in BGV?
We asked the room: What challenges do you see in the current BGV process?
Here’s what we heard — unfiltered:
- Timeliness: Background checks take too long, and any delay in hiring critical talent can hurt business.
- Impersonal Process: BGV often feels administrative, cold, and even punitive — rather than people-first.
- Bias Against Career Breaks: Any break from traditional employment is too often seen as a “red flag,” potentially causing companies to lose great talent.
- Trust & Data Security: Fear of personal data loss looms large.
- Manual Processes: Many background checks are still heavily manual, with high chances of human error.
- Interpersonal Skills Ignored: BGV focuses on documents, not the soft skills that actually matter for team success.
- Arbitrary & Rigid Checks: Sometimes the process feels random or unnecessarily harsh.
Climus Koltra summed it up perfectly:
“The process is a bit hasty, not very human, and usually not employee-friendly.”
How Long Is It Taking?
When we asked, “On average, how long does it take to complete a background verification?” the answers varied — a lot:
| Time Taken | Responses |
| 48 hours to 1 week | A few |
| 10-15 working days | Many |
| 2-4 weeks | Most common |
| Up to 60 days | A few outliers |
Clearly, there’s a major gap between business urgency and BGV reality.
How Many Follow-Ups Are Needed?
We also asked: How many follow-ups does it usually take to complete a verification?
Here’s what came back:
- 3 to 5 follow-ups was the most common answer.
- Some vendors were reportedly better, sticking close to SLA agreements.
- But still, a majority felt that multiple reminders were part of the game.
The Most Frustrating Parts? Here’s What the Data Says
Diving Deeper: Case-Study Questions
As companies rethink their background verification (BGV) processes, HR leaders and talent acquisition specialists are proposing creative solutions to address longstanding issues
Below, we highlight some of the most compelling ideas that emerged in this case-study-based group discussion on the future of BGV systems.
Whistleblower Reintegration
Vincent T, Manager HRSS at Creative Synergies Group
“Should whistleblowers be welcomed back to the company, or should they be quietly excluded?”
Vincent proposed a proactive approach. He believes in conducting pre-onboarding background checks with digital verification before rehiring whistleblowers, ensuring transparency and fairness. His idea was to create a “Rehire Policy for Ex-Employees,” where each case is handled carefully and systematically to avoid bias.
Diversity in Hiring
Gururaja Budhya, Resource Person at the Azim Premji Foundation
“Are we protecting the company or excluding valuable opportunities for a more diverse talent pool?”
He emphasized the importance of a secondary process to handle the filtered-out 30% of candidates. He champions a human-oriented approach that focuses on patience and ensuring that no applicant is unfairly excluded. As he aptly put it, “We must filter till the last applicant, lose none.”
Handling NDAs in BGV
Naresh Thiruvalluru, Assistant Manager – Talent Acquisition at Worley Services India Pvt Ltd
“How do NDAs distort background checks, and how can we ensure candidates are not unfairly penalized by them?”
He offered a forward-thinking idea to address the issue. “We need to share our NDA agreements with candidates upfront, ensuring transparency. By leveraging end-to-end encryption, we can securely share necessary data while protecting confidentiality.” His proposed solution aligns with his belief in a “Trust & Transparency Policy”, where both parties are clear on the data-sharing process.
Inclusive Work Culture
Climus, a Consultant
“Should whistleblowers be welcomed back to the company, or should they be quietly excluded?”
He believes in the power of an inclusive approach to ensure a learning and growing environment. He advocates for an egalitarian work culture, supported by an experienced committee to execute company policies. His approach resonates with his slogan: “Sab ki sath sub ki vikas” — meaning “Development with Everyone, for Everyone.”
Transparent Reference Checks
Rekha David, Deputy Manager at Mercedes-Benz Research and Development
“Should candidates be allowed to see everything said about them during the reference check process?”
She insists on a robust method of reference checks, especially in case of negative feedback. She believes that candidates should be given an opportunity to justify any negative comments. Her suggestion is simple yet powerful: “Give better decisions by knowing the facts.”
Second Chances and Growth
Angeline Babu, Director of Learning and Development at EONIX
“How do we decide when someone truly deserves a second chance?”
She proposed a Growth-Oriented Background Check, which includes a “redemption evidence” section where candidates can demonstrate their growth, such as through volunteer work or community involvement. She emphasized the importance of third-party validation, like community leaders, to verify rehabilitation efforts. Her proposal, “Second Innings,” focuses on inclusivity and mindset change within organizations to give candidates a fair opportunity to start fresh.
Holistic Reference Systems
Neha, an HR Generalist at e6data Computing Pvt Ltd
“Should candidates be allowed to see everything said about them during the reference check process?”
She offered a 360° feedback method to ensure all aspects of a candidate’s background are considered. Her solution is built on transparency and trust: “Disclose anonymous feedback to candidates and give them a chance to clarify and improve.” This not only eliminates bias but helps build trust and ensure a fair, well-rounded evaluation process.
Inclusive Talent Pool
Premila, Senior Manager Service Delivery at Relativity Management Solutions India Pvt Ltd
“Are we protecting the company or excluding valuable opportunities for a more diverse talent pool?”
She believes that the hiring process should provide equal opportunities for all types of candidates regardless of their culture, gender, or physical challenges. She suggests implementing a quota-based filter to ensure a more diverse talent pool and believes that this approach will foster a “Diverse and Inclusive Asset” within the organization.
Removing Bias in Hiring
Munni Sankar, Manager HR at Quest Global
“How do we decide when someone truly deserves a second chance?”
She proposed a tech-driven solution using AI to eliminate bias. She also suggested creating a list of eligible felonies that can be considered for redemption and a customizable background check system to align with organizational policies. Her solution is grounded in inclusivity, as she advocates for a policy based on redemption.
Balancing Job Safety and Confidentiality
“How can background checks respect current job safety and balance candidate confidentiality with the need for verification?”
S Vineeth Kumar, Senior Manager – Human Resources at Firstsource
He recommends relying on 360° feedback to gain a comprehensive understanding of candidates while ensuring confidentiality through intuitive and cost-effective methods. He believes this will streamline the process and create a safer, more efficient verification system.
Making the Reference Check Process More Transparent
T Chakravarthi, TA Specialist at Tecnicas Reunidas
“Should candidates be allowed to see everything said about them during the reference check process?”
He highlighted the importance of investigating ambiguous terms like “difficult to hire.” He stressed the need to complete reference checks and background verifications before the candidate joins to prevent unnecessary costs. His approach ensures employee career growth while being mindful of company costs.
A Glimpse of the Future of BGV
As we look ahead, we asked two key questions to understand where background verification (BGV) is headed—and what it will take to get there.
Before we deep dived we asked about the tools they rely on currently , participants shared a fascinating mix of traditional and modern approaches. Here’s the breakdown:
Current Tools for BGV
This data shows that while there’s a heavy reliance on traditional methods, there is also an increasing shift towards more sophisticated, digital solutions.
One of the most critical areas of discussion was how confident HR professionals feel about AI-based tools for BGV. The responses were insightful:
- 54% of respondents expressed a neutral stance, rating their confidence as 3 out of 5.
- 15% were either not confident or very confident, with a spread across the lower and upper extremes of the scale.
With an average confidence score of 3.15, it’s clear that while AI tools are gaining traction, there’s still a significant need for more transparency and clarity regarding how these tools make decisions
When it comes to choosing or switching to a new BGV partner, respondents identified several key features that would influence their decision:
Vincent T, Manager HRSS, Creative Synergies Group, said, “We need timely reports and accuracy. No more delays—efficiency is key.”
Gururaja Budhya, Resource Person at Azim Premji Foundation, highlighted the importance of inclusivity, proposing a secondary process to ensure that candidates from underserved communities are given equal consideration.
Naresh Thiruvalluru, Assistant Manager – Talent Acquisition at Worley Services India, emphasized that trust is essential: “We need to share our NDA agreements with candidates and protect data using end-to-end encryption, ensuring fairness and transparency.”
Climus, Consultant at KalsaTrust, shared, “A more human-friendly, inclusive approach is essential for growth and learning.”
Rekha David, Deputy Manager at Mercedes-Benz R&D, pointed out, “We need clear timelines. If SLAs are not met, we’ll move on.”
These responses reveal that there is a strong demand for BGV solutions that are not only efficient but also inclusive and transparent. With a focus on speed, fairness, and data security, companies are looking for partners who can meet these evolving needs.
Vision for the Future: Key Trends and Insights
Looking ahead, here are some of the major trends expected to shape the future of BGV:
- AI and Automation: As AI continues to streamline the verification process, HR leaders are calling for more transparency in how these tools make decisions.
- Data Security: Ensuring that candidate data is encrypted and communicated securely will remain a top priority.
- Inclusivity and Diversity: HR leaders are committed to creating more inclusive hiring practices that give everyone a fair shot.
- Transparency and Trust: A transparent process, especially when dealing with negative references, will be key to building trust between companies and candidates.
Wrapping It Up
As organizations continue to evolve their BGV processes, these insights offer a roadmap for a future that is not only more efficient but also fair, transparent, and inclusive. HR professionals are seeking BGV tools that can strike the right balance between speed, accuracy, and fairness. By embracing AI, leveraging data security technologies, and ensuring inclusivity, companies can create a more robust and future-ready background verification system. The key takeaway? The demand for a human-centered, inclusive, and transparent approach in BGV is more evident than ever. HR professionals are ready to innovate and adopt solutions that can meet these evolving needs—and the time to act is now.
