Key takeaways
- Ask what screening happens before someone receives keys or alarm codes, and get it in writing.
- Key control and access logs matter as much as screening.
- Screening practices must follow the law. Ask your attorney if you need specific requirements.
Cleaning crews often work in empty buildings with access to offices, records and equipment. Asking how a company screens its people is reasonable. This is general information, not legal advice.
What to ask
- Do you run criminal background checks before assigning someone to a site? Ask what the check covers and how often it is repeated.
- How do you verify identity and work authorization? Employers must verify employment eligibility. In Florida, many private employers are also required to use E-Verify. Ask how the vendor complies.
- Do you use employees or subcontractors? Screening may differ. Ask how subcontractors are screened.
- Is there a drug-free workplace policy where applicable?
- Who is cleared for our building? Ask for a list of crew members assigned to your site and a process to notify you of changes.
Beyond screening: controlling access
Screening is one layer. Access control is another.
- Unique alarm codes for each person, not shared codes
- Keys or fobs logged out and returned, with a replacement process if lost
- Documented clock-in and clock-out at your site
- Rules against bringing guests
- A written confidentiality policy, especially for medical offices and daycares
- Prompt removal of access when someone leaves the company
What is allowed
Background checks are regulated by federal and state law, including consent and notice requirements. A company should follow the rules, and you should not ask a vendor to do anything unlawful. If your facility has specific requirements, such as a school or childcare license standard, check them with your licensing agency.
What to put in the contract
- The vendor's screening practices
- Notice if a crew member changes
- Responsibility for lost keys or codes
- Confidentiality terms
Be fair and specific: Ask every vendor, including us, to describe their screening process in writing so you can compare answers.
See how to verify a company's credentials.