The short answer
There are four main types of criminal background checks for employment. County searches check the local courts where most criminal cases are filed and are the core of a thorough check. Statewide searches check a state's central repository or court system. Federal searches check U.S. District Courts for federal crimes. A national criminal database search scans compiled records from many jurisdictions at once to find places worth checking. Most employers combine a national database search with county searches where the applicant has lived, then add statewide or federal searches when the role calls for it.
Why there is more than one kind of criminal search
The United States does not have one public, complete criminal record system that private employers can query. Criminal cases are filed in thousands of separate courts: state trial courts, usually organized by county, and federal district courts. Each keeps its own records. States also run central repositories that collect arrest and case information from local agencies, but how complete and current those repositories are varies from state to state.
Each type of search is a different way of reaching those records. Knowing what each covers is how you build a check that fits the job without paying for searches that will not add anything.
County criminal searches
A county criminal search checks felony and misdemeanor records at the court in a specific county. Because most criminal cases are prosecuted at the county level, this is the primary source for the records employers care most about.
What it finds
- Felony and misdemeanor cases filed in that county's courts
- Case details from the court record, such as charges, filing dates and dispositions
- Recent cases that may not have reached state or database sources yet
Limits
- It only covers the county searched. A case one county over will not appear.
- Some courts need a researcher on site or a clerk to pull files, and some redact identifiers such as date of birth, which can add time.
When to use it
For nearly every role. County searches in the applicant's current and past counties of residence are the backbone of a defensible criminal check.
Statewide criminal searches
A statewide search checks a state-level source, usually the state's central criminal history repository or a statewide court records system. In Texas, for example, the Department of Public Safety maintains the state's computerized criminal history and makes conviction and deferred adjudication records available to the public.
What it finds
- Records reported to the state from many counties at once
- Cases in counties you would not have thought to search
Limits
- Coverage depends on how completely local agencies and courts report to the state.
- Some states restrict access or do not offer a statewide search suitable for employment.
- Reporting can lag behind the court record.
When to use it
When an applicant has lived in a state for a long time or in several counties in the same state, or when a state requires a state-level check for a regulated role. A state database search can often return in minutes, which makes it a useful complement to county searches.
Federal criminal searches
A federal criminal search checks the U.S. District Courts for cases brought under federal law. Federal crimes are a different set of offenses from state crimes, and they are not filed in county courts.
What it finds
- Federal offenses such as fraud, embezzlement involving federal programs, tax crimes, federal drug trafficking, firearms and immigration offenses
- Cases in the federal district or districts searched
Limits
- It does not show state or local crimes.
- Federal court indexes often carry limited identifiers, so careful matching matters.
When to use it
Roles involving money, financial access, sensitive data, government contracts or executive responsibility, where white-collar and federal offenses are directly relevant.
National criminal database searches
A national criminal database search scans a large private compilation of criminal records gathered from state repositories, court systems, corrections agencies and other sources. It returns results in minutes and casts the widest net.
What it finds
- Possible records in jurisdictions outside the applicant's known address history
- Leads that point to which counties to search
Limits
- No database contains every court's records, and update schedules vary by source.
- It is not the FBI's fingerprint system.
- Results should be verified against the original court record before they are reported for employment, so the report reflects the current, accurate status of the case.
Side-by-side comparison
| Search | Covers | Best for | Watch out for |
|---|---|---|---|
| County | Felony and misdemeanor cases in one county court | Core check for nearly every hire | Only the counties searched; some courts add time |
| Statewide | State repository or statewide court system | Long-time residents of one state; state-required roles | Completeness and access vary by state |
| Federal | U.S. District Court cases for federal crimes | Finance, executive, sensitive-data roles | Does not include state crimes |
| National database | Compiled records from many jurisdictions | Finding records outside known addresses | Must be verified at the source |
Choosing the right combination
A practical way to decide is to start with a baseline and add searches based on risk:
- Baseline for most roles: SSN trace to identify address history, national criminal database search, and county searches in the counties the applicant has lived in during your lookback period. A sex offender registry search and global watch list search are commonly added and can return in minutes.
- Add statewide searches when the state offers a reliable repository or when regulations for the role require one.
- Add federal searches for roles with financial authority, access to sensitive data or federal contract work.
- Add role-specific checks such as MVR checks for drivers (state fees may apply) or healthcare sanctions and OIG checks for healthcare roles.
Apply the same package to everyone in the same role, document why, and remember that federal and state law limit how far back some records can be reported. Our FCRA basics primer explains those rules, and our criminal background checks page lists the searches SaffHire offers.
Frequently Asked Questions
Which criminal background check is the most thorough?
No single search is complete on its own. County court searches are the primary source for most felony and misdemeanor cases, so they are the core of a thorough check. Pairing county searches with a national criminal database search and, where it fits the role, statewide and federal searches gives the broadest coverage.
Is a national criminal database search the same as an FBI check?
No. A national criminal database search used in private employment screening is a compilation of records gathered from many state and county sources. It is not the FBI's fingerprint-based system, which private employers generally can only use when a specific law authorizes it.
Why does a county search sometimes take longer than other searches?
Some county courts require a court researcher to pull records in person or wait for a clerk, and some courts redact identifiers that are needed to confirm a match. Those court-side steps can add time that a database search does not have.
Do federal criminal searches find state crimes?
No. Federal searches cover cases prosecuted in U.S. District Courts for violations of federal law, such as federal fraud, tax, drug trafficking or immigration offenses. State and local crimes are filed in state courts and show up in county or statewide searches.
Which counties should be searched?
Most employers search the counties where the applicant has lived, and often where they have worked or gone to school, over the lookback period their policy sets. An SSN trace is commonly used to surface address history that helps identify those counties.
Sources
Work with SaffHire
SaffHire is a Veteran-Owned background screening company based in Frisco, TX, serving employers Nationwide. It was founded by Robert Krebsbach, John Waak and Jody Thigpen. There are no minimums and no setup fees, data is protected with bank-level encryption, and the employer portal is available 24/7.
Talk to our team or see all screening services.
This article is general information, not legal advice. Talk to your employment counsel about your specific situation.