What Does Disabled Mean on a Background Check?

When the word ‘disabled’ appears on a background check, it understandably raises questions if you don’t know what it means within the employment screening context. 

Rather than a term to describe physical or mental capacity or an issue with the candidate’s record, ‘disabled’ typically indicates an issue with the background check process itself, such as incomplete data or a technical delay.

4 Potential Reasons for a Disabled Status

1. Inaccessible Data Source

When third-party databases, such as court records or criminal databases, are offline for updates or because of system issues, background checks that require them can’t be completed. 

If this occurs, a “disabled” status may appear, indicating that the check cannot be completed at this time. It’s often a temporary issue and one that should be resolved shortly.

2. Excluded Searches by Employer Request

Not all background checks are the same. Employers can choose to customize what is and isn’t screened, and sometimes, a “disabled” status will appear in a section that wasn’t included in the original search. 

For example, if an employer doesn’t request a criminal records check, the screening may show “disabled” in this section when it comes back. 

3. Technical Issues or Delays

Technology is a beautiful thing, but sometimes it goes wrong. A ‘disabled’ status might simply reflect a technical problem, such as software glitches, incomplete data uploads, or disruptions in communication between the employer’s system and the background check provider. 

These issues might also provide ‘pending’ status but are typically resolved quickly as long as you’re using a reputable background check provider

4. Insufficient Candidate Information

Lastly, a “disabled” status might appear because the background check has hit a roadblock caused by insufficient candidate information. If social security numbers, addresses, or previous employment details are excluded, the background cannot be completed effectively, leading to an impasse. 

Employers can minimize the chances of this by following some best screening practices and double-checking that everything has been included before it gets set off for checking.

What Are the Implications of a Disabled Status on a Background Check?

A ‘disabled’ status is different from a ‘failed’ status. As we’ve seen, several plausible reasons could have caused the issue, and those will need to be addressed before any concrete decisions can be made. 

Often, these issues have nothing to do with the candidates themselves, so it is essential to communicate with them directly and explain the problem. You’ll also want to contact the background check provider to better understand the issue and how it might be resolved. 

The quicker a ‘disabled’ status becomes ‘eligible,’ the better for everybody involved. 

How Long Does It Take To Resolve a Disabled Status on a Background Check?

The time required to resolve a ‘disabled’ status depends on the cause. Technical issues are usually resolved within 24-48 hours, while inaccessible data sources can be quicker or longer – it depends on the problem. 

Scheduled maintenance of a government system should take no more than a few hours, and anything longer might represent a technical issue. If the ‘disabled’ status is due to a lack of information on the candidate’s side, resolving this depends entirely on the candidate and how quickly they can amend or add information.

How Employers Can Minimize the Chance of a Disabled Status

While employers can do little to affect technical problems or scheduled maintenance, they can take a few measures to minimize the chances of a ‘disabled’ status.

Ensure Candidates Provide Accurate Information

One of the best ways to prevent hold-ups is to verify that candidates complete all sections of their applications with accurate and up-to-date details. Missing Social Security numbers, outdated addresses, or incorrect job titles are easily avoidable and can lead to delays. In the case of SSN, if a candidate has lost or can’t remember theirs, they must contact the Social Security Administration.

Work With a Reputable Background Check Provider

Using a reliable and efficient background check provider is another no-brainer. Sadly, some companies are known for technical issues and procedural delays that go beyond the excusable. Choose your provider carefully for the best possible results.

Define Screening Parameters Clearly

When a ‘disabled’ status appears because an employer didn’t provide clear and accurate parameters for what they were looking for, it wastes everybody’s time. Ensure that all necessary searches—criminal, education, employment, etc.—are included and accurately configured to avoid unnecessary exclusions.

Monitor the Process

By monitoring the process carefully and consistently, employers can detect errors or issues quickly and address them promptly. There’s nothing worse than realizing you had a message about a problem last week but failed to get to it in time.

Final Thoughts

For the uninducted, a ‘disabled’ status might ring alarm bells, but there’s little to worry about at that early stage. It’s most likely due to the plausible and easily fixable issues we mentioned earlier, such as technical glitches, inaccessible databases, or incomplete information. Once these problems are solved, the process can quickly get back on track. 

Employers can’t control everything within the background check process, and sometimes, things hit a speed bump, but choosing the right background check provider is certainly within everybody’s grasp. 

Partnering with a trusted background check provider, like ScoutLogic, ensures smoother screenings, faster resolutions, and fewer easily avoidable hiccups. ScoutLogic offers a full range of background screening services designed to minimize delays and provide accurate, actionable results.

David Garcia

David Garcia, co-founder and CEO of Scout Logic, is an industry leader in the bulk background check world. With his strategic acumen and expertise in the HR sphere, specifically in hiring, recruiting, legal compliance, background checks, and resume screening, he’s an invaluable asset and consultant.

David's counsel extends across the boards of ScoutLogic, YipitData, and Supplier.io, drawing from his impactful stints on the boards of Infutor and Avetta. With an extensive 25-year journey, he champions unparalleled B2B commercial leadership within data & analytics, significantly shaping the HR landscape.