Questions on Background Record Check (BRC) Results: Storage of BRC Files

Questions in this section are about storing Background Record Check results, reviews, and other related BRC documentation.

Table of Contents

What documents do I need to retain in a candidate’s BRC file?

What documents do I need to retain in a candidate’s BRC file?

For candidates submitted in the BRC Program Portal, you should keep copies of the EEC BRC consent form, the candidate’s identification, the provisional hire letter, and the final suitability. These are to be maintained in the candidate’s personnel folder, which can be either electronic or hard copy. For the legacy system, in the separate secured BRC file, you should keep the Consent Form, any CORI or DCF records, copies of any cover sheet (CORI or DCF) that have been submitted, the verification form re: CORI/DCF, along with the Discretionary Review that your program conducted with the candidate. For more information, please refer to the Background Record Check Policies on EEC’s website, specifically: Retention Policy for Programs (EEC BRC POLICY NUMBER: 19-010)

For how long do I need to retain these required BRC documents?

For how long do I need to retain these required BRC documents?

CORI data may be kept for up to three (3) years for defending against any employment discrimination action. You should keep all records at least until the next BRC is run.

For more information, please refer to the Background Record Check Policies on EEC’s website, specifically: Retention Policy for Programs (EEC BRC UNIT POLICY NUMBER: 19-010)

What do I do with these documents if the employee is terminated?

What do I do with these documents if the employee is terminated?

If the employee is terminated, you should keep them for as long as your counsel advises taking into consideration any potential employment action. EEC cannot advise on this topic.

Should I keep a receipt of a candidate’s Fingerprint in their BRC file?

Should I keep a receipt of a candidate’s Fingerprint in their BRC file?

It is not required; however, it is always a good idea to keep a copy of the receipt in case proof of the fingerprinting appointment is needed.

Can I keep BRC records in my central office, or must they be kept where the staff member works?

If my program is spread out across multiple locations, can I keep BRC records in my central office, or do I need to keep these records in the center where the staff member works?

Yes, you may choose to keep your BRC records in the place that makes the most sense operationally, taking into consideration who is completing the BRC process. Records should be kept in a secure location that is easily accessible to the Licensee/BRC Program Administrator(s).

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