Migrate from Back Track Screening to Recruit CRM & ATS

Back Track Screening candidate records (name, date of birth, contact information, SSN in masked form, address history) map to Recruit CRM Candidate records. The candidate's primary identifier becomes the Candidate ID in Recruit CRM. SSN is stored masked in Recruit CRM if used as a reference field, consistent with FCRA data minimization principles. Consent and authorization records are flagged as separate objects requiring compliance-tier handoff rather than a direct field mapping.

Screening orders bundle a candidate with a specific package of checks. Each order carries a status (pending, in-progress, complete), package type, ordering employer, and timestamps. We map the order status to a custom Candidate field (e.g., screening_status__c) and attach the package type as structured notes. Recruit CRM does not have a native screening order object, so we use custom fields to replicate the order identifier and a linked note block for the full package definition.

SSN trace output produces the candidate's address history, which drives county-level criminal search scope. We preserve this as a structured set of custom fields on the Candidate record (address_line_1__c, address_line_2__c, city__c, state__c, postal_code__c, address_type__c, date_from__c, date_to__c) as a repeating group. This is critical for reconstructing jurisdiction coverage in any downstream screening that depends on the original search scope.

Criminal records returned per jurisdiction (county, state, federal) include charge details, disposition, court references, and record status. We attach each jurisdiction result as a structured note block keyed by jurisdiction on the Candidate record, preserving charge name, disposition, and court reference. Recruit CRM does not have a native criminal record object, so structured notes are the appropriate container.

Education verification results include school name, degree, dates of attendance, and verification status (verified, unable to verify, disputed). We map school name to institution__c, degree to degree__c, and verification status to a picklist field on a structured education note block. Verification call notes are preserved as a sub-note.

Employment verification results include employer name, title, dates of employment, salary (if disclosed), and reason for leaving. We map to a structured employment note block with employer__c, job_title__c, start_date__c, end_date__c, salary_disclosed__c, and reason_for_leaving__c fields. The raw employer response is preserved as a sub-note.

Drug test records include test type (urine, hair, DOT), collection date, lab result (negative, positive, dilute), and MRO review status. We map to a structured drug_test block with test_type__c, collection_date__c, result__c, and mro_status__c fields on the Candidate record. DOT vs. non-DOT classification is preserved as a flag.

Credit reports for employment purposes include only permissible elements under FCRA (typically bankruptcy and public records). We strip any non-permissible credit history per FCRA permissible purpose rules before migration. The remaining permissible elements attach as a structured credit_note block with record_type__c (e.g., bankruptcy), filing_date__c, and status__c.

Adverse action documentation under FCRA includes the pre-adverse action notice, the candidate response window, and the final adverse action letter. Recruit CRM does not have a native adverse action object. We flag these records as mandatory for compliance audit and deliver a written inventory of all adverse action records with their dates, candidate references, and document types for the customer's legal or HR team to store in a compliant document management system. This is not a data loss item; it is a destination schema gap that requires an explicit handoff.

Back Track Screening offers customized solutions beyond standard packages. Each custom check type is scoped during discovery. Custom check types that have a standard result format map to a structured note block keyed by check_type__c. Custom checks that produce non-standard output are preserved as raw note text with a reference to the original order identifier for context.