Migrate from Back Track Screening to Crelate

Back Track Screening candidate records containing name, date of birth, SSN, address, and contact information map to Crelate Person records (the Contact entity). SSN is stored as a masked reference per our handling protocol. We preserve the candidate's address history so that county criminal jurisdiction coverage can be validated against the original jurisdictions that were searched. Consent and disclosure records are linked as separate custom object records against the Person.

Each Back Track Screening order bundles a candidate with a specific package of checks, carrying order status (pending, in-progress, complete) and timestamps. We map this to a Crelate custom object (Screening_Order__c) with fields for package type, status, order date, completion date, and a lookup to the Person record. Package types from Back Track map to Crelate custom picklist values representing the screening types in scope.

Back Track SSN trace output produces an address history for the candidate, which determines county-level criminal search scope. We preserve the raw trace result and the derived address list as a custom object (SSN_Trace__c) linked to the Person, because this data drives the validity of every criminal record returned. We validate that each criminal record in the output is matched to a jurisdiction from the SSN trace address list during migration reconciliation.

Criminal records returned per jurisdiction (county, state, federal) from Back Track map to Crelate Criminal_Record__c custom objects. Each record includes charge details, disposition, court references, and jurisdiction. We link each record to the SSN_Trace__c custom object that authorized the search scope. Records marked as unverified or for which the employer did not authorize a search are flagged in a verification_status field for compliance review.

Education verification results include school name, degree, dates of attendance, and verification status. We map these to Crelate Education_Verification__c custom objects linked to the Person record, preserving the source institution record and verification call notes in a long-text area field. Verification status values (verified, unable to verify, refused) map to custom picklist values in Crelate.

Employment verification results include employer name, title, dates of employment, salary (if disclosed), and reason for leaving. We preserve the raw employer response in a long-text field and map structured fields to Crelate Employment_Verification__c custom objects. Any additional documentation (W-2, pay stub references) provided during the Back Track process is stored as attachments or document links on the custom object.

Drug test records include test type (urine, hair, DOT), collection date, lab result (negative, positive, dilute), and MRO review status. We map these to Crelate Drug_Test__c custom objects with fields for test type, collection date, result, and MRO status. We note whether the test was DOT-regulated in a boolean field since DOT-regulated tests carry different reporting requirements.

Credit reports returned for employment purposes include only permissible inquiry elements under FCRA (bankruptcy, public records). We strip any non-permissible credit history before loading into Crelate per FCRA permissible purpose rules. The resulting record is stored as Credit_Report__c with bankruptcy flag, public records flag, and report date. The full credit file is not migrated; only the employment-permissible subset.

Adverse action documentation includes the pre-adverse action notice, the candidate response window, and the final adverse action letter. We migrate these as separate custom object records (Adverse_Action__c) linked to the Screening_Order__c, with fields for notice date, response deadline, final action date, and action taken. Signed-date timestamps are preserved so the compliance window can be reconstructed at Crelate. This is the highest-severity object in the migration scope because missing or out-of-sequence adverse action records eliminate legal defensibility.

Signed FCRA consent and disclosure records are compliance-critical under the FCRA and must be retained for each candidate screened. We migrate these as Disclosure__c custom object records linked to the Person, with the signed-date timestamp preserved as a first-class field. These records must migrate before any screening results to maintain the legal defensibility chain. We flag any candidate missing a consent record for the customer's HR team to address before adverse action is considered.

Back Track Screening offers customized solutions beyond standard packages, including industry-specific verifications or unusual search scopes. Each custom check type becomes a Crelate custom object (Custom_Check__c) with fields for check name, scope, result, and status. We create the Crelate custom object schema to match the specific fields present in each custom check rather than applying a generic template, because custom checks by definition do not follow a standard structure.

Back Track's modular screening packages (standard, enhanced, comprehensive, or client-defined bundles) define which check types are included per order. We map package definitions to a Crelate Screening_Package__c configuration object that lists the included check types. This configuration object drives reporting on screening scope across the migrated candidate pool and supports package-level analytics in Crelate's reporting engine.