CRAs now have the ability to set their own data retention policy. The CRA may choose to export their client’s background check reports at their expense by following the process outlined in this article. Any end user client can export their own PDFs using the HR portal if needed.
Definitions:
Data Export Fee: Amount paid to move scheduled deleted data to a single FTP site.
sFTP and FTP sites: (Secure) File Transfer Protocol site - location provided by CRA to upload and store exported data
SOW: Statement of Work - a document outlining services performed and associated costs agreed upon
Data Export Fee:
The minimum cost is $850.
After data for over 25 clients is requested to be sent to a single FTP location, there is a $6.00 charge per additional client* if the client is to be exported to the same FTP location.
If you require multiple clients with different FTP locations or different date (year) parameters, that would be considered a separate export at a minimum of $850.00
If the number of reports is exceptionally large, additional transfer fees may be added to cover the additional export costs required.
Process:
CRA submits a support ticket to request background report data to be exported to a single FTP or SFTP site. The CRA must setup the site prior to contacting deverus. Please include:
client name
client ID
FTP site link
FTP site credentials
Note: It is the responsibility of the CRA to provide the credentials and FTP information to deverus. For the best service and support, deverus will provide FTP transfer to sites owned and managed by the CRA. We are unable to support FTP transfer directly to customers of the CRA. If an FTP site is needed, an available FTP client site is Citrix ShareFile.
Following the creation of the ticket with deverus support:
deverus creates and delivers an SOW to the CRA for signature
CRA signs and delivers SOW to deverus
deverus uploads the specified data a single FTP site
Additional Information:
deverus will only perform one FTP transfer per each Data Export Fee ($850). If the background reports from multiple Clients is requested, the CRA would best create its own FTP site to receive all client reports. From the FTP client site, the CRA can then distribute the completed background reports to each client.
The data format of the completed reports will be zipped and will follow this format:
Client name folder
---applicant folder (name)
------applicant report html
------document1
------document2
Clients requesting custom dates ( years ) of their previous completed background reports is possible. Each client requesting their own custom years will receive their own Data Export Fee.
*When a client branch is exported, each clientID in that branch is considered it's own client and will contribute towards the 25 clients included in a single FTP export.
*NOTE* Search level and report level documents will be included in a data export if the documents 1) are viewable by the client and 2) were not uploaded by a CRA Admin user. Any documents uploaded by a CRA Admin user (set to be viewable by client or not) will not be included in the FTP transfer. Besides that, if the document is delivered with the report, then it is exported.