Certn Criminal Record Checks In Canada

Better, faster and more affordable than anything else on the market, Certn offers a comprehensive criminal record check to employers from coast to coast. Our services offer searches of The Canadian Police Information Centre or “CPIC”, which is a national database administered by the RCMP. As well as a query of the Firearms Interest Police (FIP) databank and the Police Information Portal (PIP) databases.

What is CPIC?

The Canadian Police Information Centre or “CPIC” is a national database administered by the RCMP. The database is used mainly by police services to store information and records regarding police activities and more importantly, criminal offences. Direct CPIC access is restricted to law enforcement agencies and other government departments and agencies that are authorized by the policies contained in the “CPIC Reference Manual.”

What is searched during a criminal record search (Name based search)?

During a Name Based criminal record check searches are completed by a comparison of information provided (name and DOB) against the Criminal Names Index (a subset of data within CPIC). The Criminal Names Index – is a list of all criminal convictions for which fingerprints are on file. Fingerprinting is done at the time of arrest – and is only done for criminal matters that are what are termed indictable offences or hybrid offences.

What we can’t do:

A third party company cannot perform vulnerable sector searches. A Vulnerable sector search is a searched authorized under the criminal records act and includes a search of Pardoned sexual offences (please note – “Record Suspensions” are not available for offences of a sexual nature involving children, however Pardon’s given under the old legislation still apply). This search is authorized under the act when the person being searched will be working in a position of trust over a “vulnerable” person. These types of searches are seen in fields such as Nursing, Child Care and Volunteer fields.

What to expect from a Certn Criminal Record Check (CRC)?

A Clear or Negative Response – no record will indicate the following:

Based solely on the name(s) and date of birth provided and the criminal record information declared by the applicant, a search of the RCMP National Repository of Criminal Records did not identify any records with the name(s) and date of birth of the applicant. Positive identification that a criminal record does or does not exist at the RCMP National Repository of Criminal Records can only be confirmed by fingerprint comparison. Delays do exist between a conviction being rendered in court, and the details being accessible on the RCMP National Repository of Criminal Records. Not all offences are reported to the RCMP National Repository of Criminal Records.

An Incomplete or Unclear Response – or where a record may exist:

Based solely on the name(s) and date of birth provided and the criminal record information declared by the applicant, a search of the RCMP National Repository of Criminal Records could not be completed. Positive identification that a criminal record does or does not exist at the RCMP National Repository of Criminal Records can only be confirmed by fingerprint comparison. Delays do exist between a conviction being rendered in court, and the details being accessible on the RCMP National Repository of Criminal Records. Not all offences are reported to the RCMP National Repository of Criminal Records.

A Confirmation of a Criminal Record Response - or where a criminal record is found.

Based solely on the name(s) and date of birth provided and the criminal record information declared by the applicant, a search of the RCMP National Repository of Criminal Records has resulted in a possible match to a criminal record. Positive identification that a criminal record does or does not exist at the RCMP National Repository of Criminal Records can only be confirmed by fingerprint comparison. Delays do exist between a conviction being rendered in court, and the details being accessible on the RCMP National Repository of Criminal Records. Not all offences are reported to the RCMP National Repository of Criminal Records.

Self-Declaration

Should a candidate self declare a criminal record; they may complete a “Self-Declaration” form. The police will compare the data provided against their database and determine whether the declaration is complete (meaning there are no other criminal records other than what was provided and that the declaration is accurate) or incomplete (meaning the form is incorrect or not a complete listing of the candidate’s criminal record).

Enhanced Criminal Search

The enhanced criminal record search is an add-on service to our regular criminal record search. This search is done after the regular name based criminal record search and consists of a search of the following databases: Police Information Portal (PIP), Firearms Interest Police (FIP) and the Niche RMS system.

These databases are what are termed “Local Indices” and make up the local police data files for each individual police service. Should there be any negative information in these databases ( outstanding criminal charges, prohibitions, probations etc.) the search results will be returned as “Not Clear”. This result would suggest that additional investigation of an individual through Fingerprint processing is recommended to ensure that there is no criminal record information of concern.

This search is useful in a number of situations, most particularly when an advanced criminal record search via Fingerprinting may take too long. This search can be used to qualify all those who are clear of police involvement or when a higher degree of security is needed for a specific position.

When do I require fingerprints?

When a criminal record search is completed by a police service, they compare the name and date of birth against the CPIC database. Should there be no matches then the results come back “Clear”; however if there is a match the records come back “Not Clear”. This is due to the fact that the RCMP cannot positively state that the record found is a match to the individual searched without the comparison of fingerprints.

Why are fingerprints necessary to get copies of their criminal records?

The current governmental directive on the release of criminal record information by the RCMP indicates that criminal records can only be released after the person’s identity has been confirmed by fingerprints. The Privacy Act and its regulations require federal government agencies to confirm the identification of people who request that their personal information be disclosed. All criminal records in the RCMP central repository are supported by fingerprints. Using fingerprint comparison ensures that when the RCMP releases information on an individual, the information is directly related to the candidate.

Should a candidate need to go through the fingerprint process there are two options. They can handle the process themselves or a third-party company can manage the process.

The process:

A Certn Fingerprint expert will contact the candidate who has been identified as requiring a need to have their fingerprints processed. Should Electronic Fingerprints be available in the area the subject resides they will be directed to this location and processed by the company (either Certn or another accredited fingerprint agency). If an electronic fingerprint agency is not available, they will be directed to a paper-based agency i.e. a local police service or a Civil Fingerprinting agency to have fingerprints taken on a form C-216C. For candidates outside of Canada the RCMP will accept fingerprint forms that contain the following:

  • Rolled and flat impressions of all ten fingers taken with black ink
  • Full name, date of birth and sex of the applicant
  • The name and address of the police agency
  • The signature of the official taking the fingerprints

The candidate will return the original forms and fingerprints to the Certn Fingerprint expert who will submit to the RCMP for processing. The results will be returned to Certn (after processing by the RCMP) who will in turn return the results to the client.

TThe current processing time by the RCMP for the processing of a criminal records search once a search is completed is in excess of 120 days for matched records and 7 days for “Clear” confirmation.

Softcheck & Provincial Court Records:

A Provincial court record search is a search of the criminal court filings within a specific province. The information being searched is considered to be in the “public domain” and therefore exempt from privacy legislation. The details obtained from a provincial search generally include all details of an office (date, location, conviction status and sentence). The search is completed through Certn’s connection with the court in a particular province and having a “name” search completed.