Background checks can feel complicated. County, state, national, federal—what do these have to do with screening? And why does it matter?
If you’re not sure how these pieces fit together, don’t worry—we’re about to make it simple. By the end of this, you’ll know exactly what each type of background check does—and why they matter.
Why are there differences in background checks?
Criminal records in the U.S. are scattered across different systems—county, state, and federal. Unlike a single, all-in-one database, these records are stored based on which court handles the crime and where it happened. That’s why different types of background checks exist—to search these systems in ways that make sense for your needs.
Here’s why records are split this way:
- County control: The majority of criminal cases—both misdemeanors and felonies—are processed at the county level, so their records stay local. Each county has its own rules for maintaining and sharing records.
- Inconsistent state systems: Some states collect and consolidate county records into statewide databases, but most don’t. Even in states that centralize records, reporting can be delayed.
- Federal crime records live separately: Federal courts handle federal crimes like fraud or interstate trafficking, and their records exist in a completely separate system from county and state systems.
This patchwork approach can feel messy, but it’s just how the U.S. system is built. Each type of background check—county, state, national, and federal—exists to look in the right places for the right records. Understanding how these systems work together is the first step toward making smarter screening decisions.
What are the differences in background checks?
Let’s break down the four main types of background checks—county, state, national, and federal—and what sets them apart.
What are county background checks?
County background checks are the backbone of criminal screening. The majority of criminal cases in the United States are processed, tried, and recorded at the county level. This is usually where the most accurate, up-to-date information lives.
What they cover:
County courts handle cases ranging from minor offenses like shoplifting and drug possession to more serious crimes like burglary, assault, and murder. These records provide the clearest view of a person’s criminal history within that geographical area.
What to keep in mind:
- It takes time. County-level data isn’t always quick to access. Each county has its own process, and some rely on manual record searches, which can create delays.
- Fees may apply. Many counties charge fees for accessing their records, and those fees are typically passed directly to employers without markup—though, some providers like to sneak in hidden fees.
Where an accurate and quality statewide search is not available, a county check is the gold standard for accuracy, but they’re just one piece of a thorough background check strategy.
What are state background checks?
State background checks offer a broader look at criminal history within a specific state. These checks are a helpful addition in some cases, but they come with limitations you need to know.
The criminal case process from start to finish will typically be held in a county court. In order for a state agency to obtain these files, they request courts send the files to them. Some states have made this process easier with automation and data capture and others rely on each court to send these files manually to the state agency.
What they cover:
A state check pulls criminal records from across the state, which can include county-level data in states that centralize their records. Where records are not centralized, a , state checks might miss important local details.
What to keep in mind:
- State checks vary. Some states don’t offer statewide searches at all, while others only provide partial access or require fingerprints to access.
- Extra steps may be required. Certain states, like Georgia and Virginia, require signed consent forms or other documentation to run the search, which can slow down the process.
- They might not be a replacement for county checks. Depending on the data available, even in states with centralized systems, state checks might not include all the details available at the county level.
State checks can be a great supplement to county searches, helping to fill in gaps, but you should consult with your legal counsel on whether state searches are a good fit for your business. They’re not designed to stand alone.
What are federal background checks?
Federal background checks focus on criminal cases handled in federal courts. These checks are narrower than county or state searches but critical for uncovering violations of federal law.
What they cover:
Federal checks find records of criminal cases tried in federal courts—crimes that broke federal law. Examples include—but aren’t limited to—fraud, embezzlement, kidnapping, identity theft, and interstate trafficking.
What to keep in mind:
- Specialized use cases. These checks are most commonly used for executive, financial, or high-security roles, and positions involving vulnerable populations, like healthcare or childcare.
- Standalone searches. Federal crimes don’t appear in national or state searches, so a federal check is necessary if you need this level of detail.
Federal checks are a specialized tool in the screening process, offering vital information when you need to go beyond state and county systems.
What are national background checks?
National background checks are often misunderstood or confused with federal checks. They don’t pull directly from courts or other primary sources. Instead, they search across thousands of secondary databases, pointing to where more detailed information might exist.
What they cover:
A national background check searches a wide variety of databases for potential criminal records. Not all counties contribute to these databases, and even those that do might take time to update their records.
What to keep in mind:
- Broad but shallow. National checks don’t pull directly from court systems, so they’re not as reliable or complete as county, state, or federal checks.
- Pointer searches only. The purpose of a national check is to “point to” or flag potential criminal history so you can investigate further. It’s not typically a standalone solution.
- Verification is key. Any records found in a national search should be verified with primary sources (like county records) to ensure accuracy.
National background checks are useful as a first step in identifying where deeper searches might be needed—but it is not best practice for them to be the only tool you rely on.
Beware of this trick screening providers use
Think always-instant background checks sound too good to be true? That’s because they often are. Here’s the dirty little secret: some screening providers pass along data from a national background check without verifying it with the primary sources, like county courts. This opens you up to risk because you might be getting just one part of the story, or even an inaccurate story.
National searches aren’t designed to be the final word—they’re broad searches meant to point you toward more accurate, detailed records. If a provider skips the step of validating that data, you’re left with a report that can’t be fully trusted.
This creates serious risks for you and your organization. You could:
- Hold someone accountable for a crime they didn’t commit
- Overlook important criminal records because they weren’t included in the national database
- Face compliance issues for basing decisions on incomplete or inaccurate information
To avoid these risks, make sure your provider verifies every record they find with the original source. If a provider offers “instant” background checks or doesn’t validate their data, they’re cutting corners—and you’ll pay the price for their shortcuts.
How to build the right background check for you
With all these differences, it can be hard to know where to start. The key is to work with a provider who’s transparent, reliable, and focused on getting things right—not just fast.
Here’s how to make sure your screening process works for you:
- Choose a PBSA-accredited provider. Accreditation ensures your provider follows industry best practices and won’t cut corners with things like hidden fees or unverified data.
- Work with your provider to customize your approach. You probably don’t need every type of background check, but you do need the right combination to fit your unique needs. A good provider will help you strike that balance.
- Ask for help when you need it. Screening can feel complex, but you don’t have to figure it out alone. Consult with your legal team to build a plan that works for you. And partner with a provider who prioritizes accuracy, compliance, and your peace of mind.
When you partner with the right provider, you won’t need to worry about hidden fees, unverified data, or cutting corners. Instead, you’ll have a screening process that works for you, delivering accurate, compliant results you can count on.
Ready to talk to a partner that doesn’t cut corners? Let’s talk.