When you run a background check, you might assume all criminal records are just a few clicks away online. The reality is more complicated. Many U.S. courts don’t maintain searchable online databases, which means accessing certain criminal records requires a different approach: working directly with court staff to retrieve the information you need.
This process is called a clerk assisted criminal search, and it’s an important part of thorough background screening. Here’s what employers should know about how these searches work and why they matter.
How Clerk Assisted Searches Work
A clerk assisted search means your background screening provider contacts courthouse personnel to obtain criminal records that aren’t available through automated systems. This typically involves:
- Submitting formal requests to the court clerk’s office
- Having a researcher visit the courthouse in person to review records
- Manually examining physical files or restricted court databases
These searches become necessary when courts limit public access to records, whether due to outdated technology, staffing limitations, or local privacy regulations.
When Automated Searches Aren’t Enough
Not every courthouse has digitized their records or made them publicly accessible online. Some counties still maintain paper files. Others have electronic systems that aren’t available to the public. In these jurisdictions, automated criminal record searches simply can’t retrieve the information you need.
That’s where clerk assisted searches come in. They ensure your background screening covers these gaps by:
- Accessing records in counties without online criminal databases
- Following each court’s specific procedures for record requests
- Providing complete case details when automated tools fall short
For employers, this means fewer missed records and more confident hiring decisions.
What to Expect with Turnaround Times
Clerk assisted searches take longer than automated database checks. That’s because they depend on court hours, staff availability, and local record-keeping practices. A request that might take minutes through an online portal could take days when it requires in-person courthouse research.
The tradeoff is worth it. These searches prioritize accuracy and completeness over speed. For positions in regulated industries or roles where safety is paramount, that extra time spent ensures you’re making decisions based on the most thorough information available.
Building a Complete Criminal Screening Strategy
Effective criminal background checks rarely rely on a single search method. Clerk assisted searches work best as part of a broader screening approach that includes:
- County criminal searches covering the jurisdictions where candidates have lived and worked
- Statewide searches in states that maintain centralized criminal repositories
- Federal court searches for crimes prosecuted at the federal level
- Criminal database searches that help identify records beyond known addresses
When combined, these tools help you build a more complete picture while staying compliant with Fair Credit Reporting Act requirements.
UBS’s Court Research Network
Universal Background Screening has built relationships with court systems nationwide to support clerk assisted searches wherever you need them. When a search requires manual courthouse research, we let you know upfront and provide clear timing expectations.
Our court researchers understand local procedures, maintain consistent screening protocols, and work efficiently to deliver reliable results even when automated access isn’t possible. This approach ensures you get the same quality of information whether records come from an online portal or a courthouse file room.
Strengthening Your Background Screening Program
Clerk assisted criminal searches help fill the gaps that automated systems can’t reach. They’re an essential tool for employers who want comprehensive, accurate background checks that stand up to compliance requirements.
Universal Background Screening helps you navigate the complexities of court access across all 50 states. Whether you’re hiring for one location or managing a national workforce, our criminal search solutions support your hiring process with consistent, reliable results.
Want to learn more about how UBS can support your background screening needs? Contact us to discuss your specific requirements and explore our criminal search capabilities.
