With the rise of remote work, the latest technologies, and the increased difficulty of meeting employees face-to-face, there has been an unprecedented opportunity for job applicants to conceal their true identities and commit employment fraud. This scenario presents a significant challenge for organizations as they strive to maintain the integrity of their workforce and protect sensitive data. Recognizing the potential risks and taking proactive measures can help organizations prevent employment fraud before it causes serious damage.
1. Visual Verification
One of the initial areas to address when preventing employment fraud is applicant screening. Many organizations have been understanding when a job applicant could not meet in person or was “off-camera” during interviews due to family issues or illness. However, this kindness can sometimes be exploited. To ensure the applicant is who they say they are, it’s essential to insist on an on-camera and/or in-person interview. This step, although seemingly simple, can add a significant layer of verification to the hiring process.
Visual checks allow hiring teams to assess not just the verbal responses of candidates but also their non-verbal cues, which can be telling. It’s important to note that with the rise of deepfake technology, visual verification might become less straightforward in the near future. Nevertheless, currently, it remains a crucial step in the verification process. Organizations should be vigilant and adapt to new technological threats as they arise, ensuring that even as methods evolve, security protocols remain robust.
2. Verify Documentation
Ensuring that job applicants provide their identification documentation in person is another effective measure. This step can help organizations identify falsehoods and deter applicants who may have fabricated their personas. For companies without a physical presence or those hiring fully remote workforces, alternative measures need to be adopted. For instance, a company could set up virtual verification processes where the applicant is required to show their identification documents via a secure video call.
Verification of documentation should not be limited to just identity cards or passports. Cross-referencing other official documents, such as educational certificates and previous employment records, can provide a clearer picture of the applicant’s background. By making thorough documentation verification a standard part of the hiring process, organizations can make it significantly harder for fraudulent candidates to slip through the cracks.
3. Review Public Information
Another critical step in preventing employment fraud is to conduct a detailed review of the job applicant’s online presence. This includes their profiles on relevant work sites, social media platforms, and other personal destinations. Consistency is key; hiring teams should look for matches in name, appearance, work history, education, and physical location across various platforms. Any inconsistencies found should be questioned rigorously, and evasive or unsatisfactory answers should raise red flags.
The absence of information outside of relevant work accounts can also be a sign of a problem. A genuine candidate will likely have a digital footprint that includes personal content and interactions on various platforms. On the contrary, fraudulent personas often lack such content, suggesting that their accounts have been created solely for job applications. A comprehensive review of an applicant’s online presence, combined with direct questioning about any inconsistencies, can help uncover signs of potential fraud.
4. Conduct Thorough Reference Checks
Collecting and retaining detailed contact information for the references provided by a job applicant is a fundamental part of the hiring process. Taking the time to verify these references can help identify fraudulent applicants. One common tactic used by fraudulent candidates is to provide references who are, in fact, the same individual using different contact information or individuals connected to the same network as the applicant.
Moreover, be wary if references are reluctant to appear on camera or if their answers are brief and lack contextual information about how they supervised or worked with the applicant. This can be indicative of a setup. Another red flag is when applicants list significant companies in their employment history to inflate their experience and deter the hiring organization from contacting their references. It is imperative for hiring teams to reach out to these companies and verify the applicant’s history.
5. Confirm Identity During Onboarding
Even after an employee has passed the screening process, it’s crucial to verify their identity one more time during onboarding. Requiring mandatory in-person onboarding or asking the employee to show up in person to obtain necessary equipment can be effective strategies. This step can serve as a final verification of the candidate’s identity and deter fraudulent actors.
It’s common for individuals committing employment fraud to request that equipment, such as a laptop, be shipped to a different address than what was listed on their application documents. They might provide plausible reasons, such as a recent move or temporary relocation. However, these requests should not be accepted at face value. Immediate and thorough research of the new address to ensure it is linked to the individual can prevent potential fraud. This ensures that all shipping and onboarding processes align with the company’s policies and security standards.
6. Trust Your Instincts
There might be instances when everything seems correct, but a slight feeling that something is off persists. It’s easy to dismiss these instincts, especially considering the diverse personalities in the technology field, where introverted or reserved behavior is not uncommon. Despite this, it is worthwhile to take a few simple, non-intrusive follow-up steps to address any concerns.
Perform a detailed search for language on their resume, as many fraudulent actors are known to copy and use sections of other resumes. Complete image searches can also be helpful. If the same image appears online with different information or personas, it should prompt further investigation. By taking proactive steps based on instincts, organizations can better protect themselves from potential employment fraud.
7. Seek Assistance
With the growth of remote work, advancements in technology, and the increasing difficulty of face-to-face interactions with employees, job applicants now have unprecedented opportunities to hide their real identities and commit employment fraud. This situation poses a considerable challenge for companies, which need to maintain their workforce’s integrity and protect confidential information. Employment fraud can take various forms, ranging from falsifying qualifications and work history to using fake identities. Such deceptive practices can lead to significant financial losses, reputational damage, and legal repercussions.
Organizations must stay vigilant and implement proactive measures to combat these risks. This includes adopting comprehensive background checks, verifying the authenticity of provided documents, and employing advanced technology solutions such as biometric verification and identity authentication systems. Training human resources teams and hiring managers to recognize red flags and suspicious behavior during the hiring process is also crucial.
By staying informed about potential threats and enhancing their vetting and verification processes, companies can safeguard themselves against employment fraud. Taking these precautions will help maintain a trustworthy workforce while securing sensitive information, ultimately contributing to the organization’s long-term success and stability.
