What is a State Background Check?
- August 6, 2025
- Posted by: SappHire Check
- Category: background check tips
It’s a way to find out if someone has a criminal history within a specific state. These checks pull records like arrests, convictions, and pending charges from police departments, courts, and other state-level agencies. Employers often use them during hiring, and licensing boards may require them before approving a professional license. You can also request your own to make sure everything is accurate.
In this guide, we’ll walk through what is a state background check is, what shows up, what’s missing, and how to request one. Whether you’re doing the checking or being checked, you’ll learn what to expect and how to get reliable results.
What Is a State Background Check?
A state background check reviews a person’s criminal history within a specific state. It includes criminal justice information such as arrests, court charges, conviction records, and sentencing details. The information is pulled from police departments, courts, and correctional facilities. Most checks are done using fingerprint cards and matched against state-level databases.
Unlike national or federal checks, a state background check only shows criminal history in that particular state. It does not include criminal record checks from other states or federal databases.
What Shows Up on a State Background Check?
State criminal background checks can show a range of criminal history record information. This includes:
- Arrests and pending criminal charges
- Convictions for misdemeanors and felonies
- Dates of offenses and court actions
- Sentencing and current status
- The originating county or police agency
- Charges that were dismissed, sealed, or suppressed (depending on state laws)
What’s Not Included:
A state background check only covers records from the state where the search is conducted. It does not include criminal background information from other states or any federal criminal convictions.
Details like employment history, education records, or Social Security number traces are also not part of a standard state report. Because of these gaps, many employers and agencies add additional searches at the county or federal level to get a more complete picture.
Who Uses State Background Checks?
State background checks are commonly used by employers, licensing agencies, government organizations, and schools to verify an individual’s criminal history within a specific state.
Employers
Many employers use state background checks during the hiring process to look for criminal history that could affect the role. These checks help identify any criminal charges or conviction records that may be relevant to the position.
In some states, laws require employers to wait until after a conditional job offer before requesting a background check. This is part of what’s known as fair chance or ban-the-box hiring, which gives applicants a better shot before their criminal record is reviewed.
Licensing Agencies
A licensing agency may ask for an individual background check before approving a professional license. This is common in healthcare, education, security, and other fields where state laws limit who can be licensed.
The background check helps determine if the applicant has certain convictions that disqualify them. It also gives the agency a way to confirm that the person meets all legal and professional requirements before issuing credentials.
Individuals
An individual can request their criminal history record to see what information is on file. This is helpful if they’re applying for a job, housing, or a license and want to check for incomplete or incorrect information.
Reviewing your record can also give you time to correct any errors, especially if a case was dismissed or resolved but still appears on your report. It’s a simple way to stay ahead of any issues before they come up during an official background check.
How to Request a State Background Check
You can request directly from the state’s criminal repository or go through a background check provider. The process varies by state, but typically includes the following steps.
Request Directly from the State:
- Submit a request form (online or printed)
- Provide fingerprint cards (LiveScan or ink-based)
- Include identification documents
- Pay the required fee using a money order or certified check
- Mail or deliver the request to the appropriate agency
Request Through a Provider:
Working with a background check provider can make the process faster and easier, especially if you’re managing multiple checks or need to stay compliant with state laws and federal rules. Providers often understand the specific requirements tied to the hiring process, licensing, and record handling.
They also help confirm the accuracy of criminal history by checking records at the local level and performing additional searches when needed. This may include looking at other states, verifying criminal background details, or flagging any incomplete or incorrect information before a final report is shared.
How Far Back Do State Background Checks Go?
The reporting time frame varies by state. Some states follow a seven-year rule for reporting certain convictions, while others have no time limit.
Common Lookback Periods by State:
Some state laws also restrict reporting of dismissed charges, arrests that did not result in conviction, or juvenile offenses.
| State | Reporting Limit |
|---|---|
| California | 7 years |
| New York | 7 years |
| Maryland | 7 years |
| Texas | No limit |
| Florida | No limit |
Are State Background Checks Accurate?
A state background check depends on how often counties and police departments update the central database. Sometimes the data may contain incomplete or incorrect information, such as outdated charge status or missing court dispositions.
According to the New York Division of Criminal Justice Services, official criminal history records maintained by the Division of Criminal Justice Services detail arrest, indictment, conviction, and sentence information reported to the state by police departments, district attorneys’ offices, the courts, and other criminal justice agencies.
To reduce risk, employers and agencies should verify any criminal background information by checking court records at the local level.
State vs. Other Background Checks
Here’s a comparison of different types of background checks:
| Type | Includes | Limitations |
|---|---|---|
| State | In-state criminal charges, convictions, and arrests | No out-of-state or federal records |
| County | Local court cases and arrest data | May not reflect statewide activity |
| Federal | Federal crimes only (e.g., wire fraud, drug cases) | No state or county-level offenses |
| National Database Search | Aggregated public records | May be incomplete or outdated |
For a full view, employers often combine state background checks with national, county, and federal-level searches.
Common Mistakes to Avoid
- Relying only on a state background check. A state check may not include records from other states or federal cases. For a complete view of someone’s criminal history, include additional searches when needed.
- Not verifying records at the county or local level. State repositories may miss updates or contain errors. Always confirm important data at the local level to avoid acting on outdated or incomplete information.
- Skipping legal steps in the hiring process. Employers must follow the law when taking action based on a criminal background report. This includes sending required adverse action notices if denying employment.
- Ignoring or failing to correct incorrect information. If a report includes incomplete or incorrect information, it’s the responsibility of the employer or individual to dispute and update the criminal history record before making decisions.
When to Use a State Background Check
A state background check is often used during employment screening, especially when the role involves trust, safety, or access to sensitive information. It’s also required when applying for a state-issued professional license, helping licensing agencies confirm if a person meets legal and qualification standards.
These checks can also be useful for government clearance related to adoption, housing, or visas. Some people request their criminal history record to prepare for legal matters or to confirm compliance with state agency requirements.
Conclusion
State background checks are a key part of verifying a person’s criminal history within a specific state. They help employers make informed decisions, support licensing agencies in evaluating applicants, and give individuals the chance to view and correct their criminal history record information. These checks typically pull data from police departments, courts, and other state-level criminal justice sources. However, they do not show records from other states or federal agencies, and they may include incomplete or incorrect information if the database is not up to date. That’s why it’s often necessary to validate the results at the local level or conduct additional searches.
If you’re looking for a trusted source to help with criminal record checks, Sapphire Check offers professional support for employers, licensing agencies, and individuals. Whether you need to request directly from one state or need help with a broader screening process, we’re here to guide you. Contact us today to help you with straightforward options and reliable reports.
FAQs
How far back does a state background check go?
The look-back period depends on state laws. Many states limit reporting to seven years for certain convictions, while others allow reporting of older convictions indefinitely.
Does a state background check include federal convictions?
No. A state background check only covers criminal records within that state. Federal convictions and criminal charges in other states are not included and require separate checks.
How long does a state background check take?
Processing time varies by state and method. A direct request may take a few days up to two weeks, while using a background check provider can often return results within 24 hours or less.
What should I do if my state criminal record contains incorrect information?
You can contact the state repository or criminal justice agency that issued the record to request a correction or update. Many states provide a formal process to dispute incomplete or incorrect information.
Can employers request a state background check before a job offer?
Some states prohibit requesting a criminal history check until after making a conditional job offer. These fair-chance or ban-the-box rules protect candidates during earlier stages of hiring.