Top Compliance Mistakes Businesses Make with Fingerprin8ng (and How to Avoid Them)

If your business hires employees in Florida, chances are you’ve already dealt with Level 2 Live Scan fingerprinting. It’s one of those things that seems simple on the surface: schedule the appointment, get the prints done. But here’s the truth: one small mistake in this process can create big headaches, from delayed start dates to compliance issues that put your company at risk.

At Proficiency Background Services, we’ve seen firsthand where businesses slip up. Let’s talk about the most common mistakes and how you can sidestep them.

1. Using the Wrong ORI or OCA Code
This is by far the #1 mistake. If the wrong code is entered, the background check may get sent to the wrong agency—or worse, come back incomplete. That means your new hire can’t start, and you’re stuck waiting.

👉 How to avoid it: Always confirm the correct ORI/OCA with the requesting agency before scheduling the Live Scan. A quick double-check can save you weeks of delays.

2. Not Staying Up to Date on Compliance Rules
Florida laws change (hello, Cleared to Care Act). Agencies like AHCA, DOH, and DCF each have their own requirements, and missing an update could mean you’re suddenly out of compliance without realizing it.

👉 How to avoid it: Partner with a provider who keeps track of regulatory updates for you. That way, you don’t have to chase new rules yourself.

3. ForgeBng About RetenDon & Resubmission
Some businesses think one fingerprint check lasts forever. It doesn’t. Most agencies require renewals or resubmissions after a certain period (every five years). Forging this can lead to lapsed clearances.

👉 How to avoid it: Set reminders for renewal deadlines, or beYer yet, use a provider with a system that tracks it for you.

4. Relying on the Wrong Vendor
Not all Live Scan providers are created equal. Poor quality prints can get rejected, leading to more wasted time and frustrated employees.

👉 How to avoid it: Choose a vendor with a strong track record of low rejection rates. Ask about their equipment and process; it makes a huge difference.

5. Skipping Proper Documentation
It’s not just about getting the fingerprints done. Employers need to keep accurate records of who was screened, when, and for which agency. Without that paper trail, you’re exposed if an audit or legal question comes up.

👉 How to avoid it: Keep a compliance file or ask your provider if they offer reporting tools. Having proof in hand protects your business.

Fingerprin?ng may feel like a small step in the hiring process, but if it’s done wrong, the ripple effects can cost your company time, money, and reputation. The good news? Every one of these mistakes is preventable.
By working with the right partner and double-checking a few key details, you can keep your hiring process smooth, compliant, and stress-free.

👉 Want to make sure your business avoids these mistakes? Let’s talk. Proficiency Background Services specializes in Level 2 Live Scan fingerprinting and background checks designed to keep companies compliant and employees moving forward.

📞 Call us at 689-244-5700
🌐 proficiencybackground.com