In an ideal Japanese workplace, you could rely on a candidate’s integrity and there would be no need to perform background checks. But, in the real workplace—the one where employee-related fraud and risk can occur at all levels of the workforce—background screening is not only smart, it’s essential.
In this article, we examine the importance of performing background checks and walk you through how to build the best background checks for the Japanese workplace.
Improve your hiring decisions with background checks.
Background checks help you identify quality candidates and move them through the hiring process with improved intelligence, speed, and intention while avoiding the pitfalls of hiring unqualified individuals.
According to a global survey by the Professional Background Screening Association, the concept of “improvement” is the top driver of background screening for non-U.S. employers, with 61 percent selecting “improve the quality of hires” as the most important reason for performing background checks.
In addition to improved hiring decisions, performing background checks can help Japanese employers in several business-critical ways. This includes helping them:
- Efficiently identify and hire the most qualified and skilled workers who can quickly produce positive results for the company and its business customers.
- Retain top talent and reduce turnover by ensuring candidates are a “good fit” before hiring them.
- Mitigate physical, financial, legal, and reputational risks caused by unqualified workers or workers with anti-social behaviors who could threaten the company, its employees, and its customers.
- Differentiate the business and its brand by promoting the extra care it takes to employ a well-vetted, high-performing workforce.
Know your risk.
It’s important to note that background checks can vary based on the risk associated with specific jobs and industries.
Let’s start with a basic background check, which simply validates the information provided by a candidate on their application, resume, or CV. This basic check should be performed on every candidate to ensure they meet your minimum hiring requirements; otherwise, you could be wasting your time and money on candidates who may not qualify for the job.
However, sometimes you need to expand beyond a basic background check, and when you do, here are three areas of risk to consider.
- Job-specific risk. An accountant with direct access to sensitive financial information or a data scientist with access to proprietary technology will likely require a more thorough background check compared to a janitor who cleans empty offices.
- Industry-specific risk. Jobs in certain industries, such as healthcare and financial services, come with increased risk based on the level of access workers have to vulnerable populations, sensitive data, financial assets, etc. Also, these industries are often regulated by government agencies that mandate certain background checks. For these reasons, basic background checks are typically expanded to include specialized searches.
Recently, new legislation modeled after Britain’s Disclosure and Barring Service (DBS) mandates that childcare institutions in Japan must check whether existing workers and new candidates have a history of sex offenses. The Japanese version of the DBS, which was enacted in June of 2024 and will be enforced in 2026 (at the earliest), provides a system for schools and other childcare organizations to check for sex offenses, effectively expanding the scope of background checks for these employers.*
- Outsized impact on the organization and its reputation. Some employees have an outsized influence on the broader organization, its performance, and its reputation. This applies to high-profile C-suite positions and executive leaders, who often have sweeping control of the business. Additional background checks, such as media searches and directorship checks, are recommended for these positions to validate their qualifications and ensure alignment.
Building a “basic background check.”
Knowing that the goal of a basic background check in Japan is to validate the information provided by a candidate, here’s what’s typically included in one at First Advantage.
A basic background check in Japan includes:
- Education Verification: This validates the dates of attendance, qualification, graduation, and subject matter studied.
- Employment Verification: Prior employers are contacted to confirm information relating to the candidate’s employment, including their start date and end date, position held, and whether the candidate resigned or was dismissed.
- Anti-Social Force: This verifies whether a candidate has a relationship with criminal organizations or any known possible relationship with them. It involves searching the database of Anti-Social Force articles, which includes decades of records.
No personal details or opinions are requested in these verifications. At First Advantage, our professionally trained verifiers use compliant scripts when speaking with HR teams to ensure the most complete and consistent verification results that do not violate a candidate’s personal privacy.
Additional screening components can be added to this basic background check as your risk levels increase based on your industry or the position you’re filling.
Don’t forget compliance.
The biggest takeaway regarding background check compliance in Japan (and around the world) is this: always get the candidate’s consent before performing a background check. Provide them with a separate consent form—one that is NOT built into the application, that is provided in the local language, and that clearly states the specific types of background checks that may be performed.
Regarding data privacy and protection, the Protection of Personal Information Act is specific to Japan. However, other regional laws and regulations may also apply in the hiring and screening process, particularly when hiring candidates who live outside of Japan or those who will work outside of Japan.
Industry regulations, such as the new Japanese DBS search for childcare organizations (mentioned earlier), are also relevant. Always consult with your in-house legal counsel on applicable laws and compliance regulations pertaining to background screening.
Work with a knowledgeable, experienced provider.
At First Advantage, we partner with employers throughout Japan and the world to create the best background checks for their businesses and their candidates. Our expert staff understands the local culture and fulfillment processes to ensure you get the most compliant and complete candidate information possible.
Organizations large and small throughout Japan rely on First Advantage for many reasons, such as:
- Localized service through our office in Tokyo and global support from our 17 locations worldwide.
- A “candidate-first” approach that facilitates smarter hiring and faster candidate onboarding.
- Trusted background check guidance based on our experience with other employers in the region.
- An all-in-one solution for domestic and international screening with a wide selection of background checks that are required in other parts of the world.
- Next-generation technology to facilitate continuous program improvement.
- Multi-lingual support to assist local hiring teams and global candidates.
Background checks are an important part of the hiring process that can help improve the quality of your hires and provide key hiring advantages. Knowing this, Japanese employers should create a basic background check that provides a baseline risk assessment for all candidates, with the ability to easily expand your screening scope as candidates move through the hiring process based on various risk factors.
As a trusted background screening provider to more than 30,000 organizations around the world, First Advantage can help you build the best background checks for your business and your candidates. If you’re ready to hire smarter and onboard faster, get in touch today.
*NOTE: This article was written and last updated in June 2024. For the latest information about the new Japanese DBS requirement for childcare organizations, please consult with your in-house legal counsel.
