In light of issues encountered during the hiring process for Hathaway Jones’ Shanghai management position related to the discovery of questionable background information concerning the candidate online. The information uncovered was pertinent to the eligibility of the applicant, yet whether intentionally or otherwise it was not provided.

My personal recommendation to Management is to seriously consider the inclusion of online background checks as part of hiring policy. The following will shows that due consideration has been given to facilitate optimal hire, ensure legality, and to risk management. The process and procedure should be designed as following:

Step 1: Written Agreement for Background Search
The HR department should author a standardized written notice of online check for applicant signature. The form should be approved by the legal department prior to use. The information should be used for a additional consideration for the position. The applicant should be given the right to review and explains all search results retrieved from internet and public media.

The working process
• The applicant should be notified prior to the search
• Acquired signed permission from applicant Step 2: Online Data Collection
Considering the unlimited number of search parameters available, we should mainly focus on a few that are most pertinent to the consideration of the applicant. Search parameters should be more extensive for upper management positions and other public representatives of the company.

The working process
• Preliminary research should be done dedicated HR personnel
• General evaluation of non-official info (e.g. social networks, blog)
• Compile official (e.g. institutions, news agencies) info, include positive/negative info
• Grant applicants the opportunity to explain any questionable official info uncovered

Search parameters for official/non-official channels
• Locate applicants on 3 major social network services: Facebook; Twitter; Myspace
• Overview contacts, and associates on social networks, recent 3 months
• Conduct related news article search for applicants, recent 3 years
• Search affiliated institutions’ websites

Step3: Rough Evaluation of Data (fiter)
Preliminary evaluation should be conducted by HR personnel for all applicants, while categorizing info into relevant sections of public relations, political affiliated etc. Run a general report for each applicant based on info gathered from non-official online sources (e.g. social networks, blogs etc.). Also to provide a list of official info (e.g. press releases, universities)

Step4: Verification of Information with Applicant
We should remain suspect of non-official online information obtained. Online information networks have not been perfected to the point where fraudulent use and misrepresentation are impossible. Questionable official information uncovered should be verified with the applicant.

Risks of Authenticity and Privacy
The disclosure of applicants’ private information may also bear legal consequence. We need to be aware of the susceptibility to discriminate against applicants according to information retrieved. Such practices may be considered illegal, and are liabilities that we must be careful to avoid in the hiring process.

Mitigating Risks
To mitigate the risks of acquiring falsified and or private information, our search personnel should demonstrate the require professionalism in the evaluation of search results. Prevent the circulation of the applicant info beyond the HR department. Obtain applicant consent for search. Avoid discriminatory topics when verifying

Step5: Professional Evaluation of Data
Prior to submitting for decision to the hiring manager, a complete professional evaluation should be conducted

Step6: Finalize Report of Evaluation
A finalized evaluation of the applicant in a standardized report format should be filed along with the application documents and submitted for approval to the hiring manager.

Once the process of online background checks has been standardized as a matter of company policy, we should be able to avoid similar incidents i.e. undisclosed pertinent applicant information in the public domain. We should implement as soon as possible the policy of online background checks, to dramatically reduce the likelihood of unexpected and or unfavorable publicity for Hathaway Jones in the future.