When is Fingerprinting Required for a Canadian Criminal Record Check?

Why Fingerprinting Comes Up More Often Than You Think

For most hires, a standard Canadian police check is enough to keep things moving. It’s fast, efficient, and works well for the majority of roles.

But for HR teams hiring at scale, or operating in regulated industries like healthcare, municipalities, and oil & gas, there’s always a point where things slow down.

• A check comes back with a possible match.
• A role requires deeper screening.
• Or compliance standards demand a higher level of verification.

That’s when fingerprinting enters the process.

And if you’re not expecting it, it can quickly create delays in onboarding, site access, or project timelines.

Hiring decisions don’t just impact productivity, they directly affect workplace safety, compliance, and organizational reputation. When identity needs to be confirmed with certainty or when legislation or industry standards require it, fingerprinting becomes essential.

Understanding when fingerprinting is required, and planning for it upfront, helps you avoid bottlenecks while still maintaining the level of due diligence your organization depends on

What Fingerprinting Actually Means (And Why It Matters)

At its core, fingerprinting is about one thing: certainty of identity.

A traditional background check like a Canadian Criminal Record Check (Level 1 / CPIC) searches for matches using a name and date of birth. While effective in most cases, this method isn’t perfect, especially when names are common or records are similar.

Fingerprinting goes a step further.

It involves capturing an individual’s unique fingerprints, typically through digital fingerprinting and submitting them directly to the RCMP’s national database. Digital fingerprinting not only improves accuracy, it also reduces delays by eliminating manual errors and resubmissions, helping HR teams keep hiring timelines on track. Because fingerprints are tied to a single individual, this process confirms whether a criminal history record truly belongs to the candidate.

Key Terms to Know

• Digital fingerprinting: Electronic capture of fingerprints is faster, more accurate, and the standard used across Canada
• Biometric fingerprint: A unique identifier specific to one person and no two are the same
• Criminal history record: Official record of criminal convictions maintained by the RCMP
• RCMP accredited fingerprinting company: A provider authorized to securely collect and submit fingerprints to the RCMP

Canadian Criminal Record Check (Level 1 / CPIC) vs Fingerprinting

Canadian Criminal Record Check (Level 1 / CPIC)

• Fast and efficient
• Ideal for most roles
• Based on name and date of birth
• Can produce false positives with common names

Fingerprinting

• Confirms identity with near 100% certainty
• Required when a match needs verification
• Typically involves longer processing timelines

Working with an RCMP accredited fingerprinting company ensures that submissions are handled securely and recognized nationwide.

For employers, this added level of certainty reduces risk, prevents misidentification, and supports compliance when higher screening standards apply.

When Fingerprinting is Required (and When to Expect It)

In Canada, fingerprinting isn’t where the process starts and it’s the next step when more certainty is needed.

While it’s not always required, there are clear situations where fingerprinting is likely to come into play. Understanding these early helps HR teams avoid delays and plan hiring timelines more effectively.

Employers typically encounter fingerprinting when:

• A Canadian Criminal Record Check (Level 1 / CPIC) returns a possible or confirmed match
• The candidate has a common name or similar identifying details
• A Vulnerable Sector Check requires identity confirmation
• The role involves security clearance or high-trust access
• The candidate has lived in multiple jurisdictions
• Industry regulations or contracts require enhanced verification (e.g., healthcare, education, law enforcement, security)

In short, fingerprinting is used when a standard check raises a question and you need a definitive, reliable answer before moving forward.

Identifying these indicators early allows HR teams to build fingerprinting into the hiring process proactively, reducing last-minute surprises and keeping onboarding on track.

Legal & Compliance Considerations in Canada

While requirements vary slightly by province, Canadian employers must navigate several legal frameworks when it comes to background screening and fingerprinting:

Key Considerations:

• Privacy Laws (PIPEDA): Employers must obtain informed consent before collecting personal data, including fingerprints
• Human Rights Legislation: Screening must be job-relevant and non-discriminatory
• Police Record Check Reform Acts (e.g., Ontario): Define what can and cannot be disclosed in background checks
• Industry Regulations: Healthcare, childcare, and government roles often require higher levels of screening, including fingerprinting

Important Note: Fingerprinting should only be used when necessary and justified by the role. Overuse can create compliance risks and candidate friction.

Common Risks for Employers

Failing to understand when fingerprinting is required can lead to serious operational and legal challenges:

• Hiring delays due to unexpected fingerprint requests
• Candidate drop-off if requirements aren’t communicated upfront
• Compliance gaps in regulated industries
• False positives from name-based checks causing unnecessary escalations
• Security risks if identity isn’t properly verified
• Project delays (especially for remote or site-based roles)

How Employers Should Handle Fingerprinting

1. Define Screening Levels by Role

Segment roles based on risk:

• Low risk: Standard criminal record check
• Medium risk: Enhanced criminal record checks
• High risk: Enhanced criminal record checks + potential fingerprinting

2. Communicate Early with Candidates

Let candidates know upfront if fingerprinting may be required. This avoids surprises and delays.

3. Use Digital Fingerprinting Providers

Work with an RCMP accredited fingerprinting company like Hire Performance that offers digital fingerprinting for faster turnaround times.

4. Integrate Screening into Your Hiring Workflow

Use platforms like eScreener to:

• Trigger fingerprinting automatically when needed
• Track progress in real time
• Reduce manual follow-ups

5. Partner with a Screening Provider

Third-party providers like Hire Performance:

• Handle compliance requirements
• Coordinate fingerprint submissions
• Ensure secure data handling

6. Plan for Turnaround Times

Fingerprinting can take longer than standard checks. Build this into your hiring timeline, especially for remote deployments or regulated roles.

Fingerprinting in High-Volume or Remote Hiring

For organizations hiring at scale or deploying workers to remote job sites, fingerprinting can quickly become a critical path item.

In these scenarios:

• Workers often need clearance before travel or site access
• Delays can impact entire teams, not just individuals
• Coordinating screening across locations becomes more complex

This is especially relevant for:

• Oil & gas projects
• Construction and infrastructure work
• Municipal or government contracts
• Healthcare staffing

Having a process in place to manage fingerprinting efficiently ensures that one delayed check doesn’t hold up an entire operation.

FAQs

How long does fingerprinting take in Canada?
The fingerprinting process itself is quick, especially with digital fingerprinting, which typically takes only a few minutes to complete.

However, total turnaround time depends on RCMP processing and can vary significantly. Current timelines are 20+ business days even when no record is found, and 120+ business days when a record is identified or requires further review.

For HR teams, this variability makes it important to plan for fingerprinting early, especially for time-sensitive hires or remote deployments where delays can impact onboarding and site access.

Can employers request fingerprinting upfront?
Yes, but only when it’s justified by the role.

Employers may request fingerprinting upfront for security-sensitive positions, roles requiring clearance, or in regulated industries with strict compliance standards. However, under Canadian privacy laws such as PIPEDA, fingerprinting must be job-relevant, clearly communicated to the candidate, and completed with proper consent.

Overusing fingerprinting for low-risk roles can create unnecessary delays, increase candidate friction, and introduce potential compliance concerns.

Can fingerprinting be reused between employers or checks?
In most cases, no. Fingerprinting results are submitted for a specific request and are tied to a particular employer or screening purpose, meaning they are not typically transferable between organizations.

As a result, candidates may need to complete fingerprinting again when changing roles or employers. For HR teams, this is an important consideration when planning onboarding timelines and setting expectations early in the hiring process.

What happens if a candidate refuses fingerprinting?
If fingerprinting is required for the role, refusal can impact the candidate’s ability to proceed in the hiring process.

From an employer perspective, this requirement should be clearly communicated upfront and must be directly tied to the role. In most cases, there are no alternative steps if identity cannot be confirmed through fingerprinting. Setting expectations early helps prevent delays, reduce candidate drop-off, and keep the hiring process moving smoothly.

Is digital fingerprinting better than ink fingerprinting?
Yes. Digital fingerprinting is the standard across Canada and offers several advantages over traditional ink methods.

It allows for faster submission directly to the RCMP, improves accuracy by reducing errors or rejections, and helps shorten overall processing timelines. It also makes it easier for HR teams to track progress and integrate fingerprinting into their screening workflows.

Most modern fingerprint services and RCMP accredited fingerprinting companies use digital systems to streamline the process and improve efficiency.

Does fingerprinting guarantee a clean criminal record?
No. Fingerprinting does not determine the outcome, it confirms identity.

If a criminal history record exists, it will still be reported. If no record exists, fingerprinting simply confirms that result with a higher level of certainty.

For employers, this ensures decisions are based on accurate, verified information, not assumptions or mismatched records.

Plan Ahead & Make Fingerprinting Part of a Smarter Hiring Process

Fingerprinting isn't required for every hire but when it is, it plays a critical role in ensuring accuracy, compliance, and workplace safety. For HR teams, the key is knowing when to use it, planning ahead, and integrating it seamlessly into your hiring process. In many cases, a criminal record check is the ideal first step — our cost-effective solutions fulfill most employment background screening requirements and may be all you need. For roles requiring a deeper investigation, candidates can visit one of our 50 conveniently located fingerprinting centres to have their fingerprints digitally captured, making the process straightforward for both employers and applicants alike.

Hire Performance supports employer-only background screening across Canada, helping organizations manage everything from criminal record checks to fingerprinting, reference checks, employment verification, and more.

With eScreener, our Canadian-built platform, you can streamline your entire screening process by including digital fingerprinting coordination, so your team spends less time chasing paperwork and more time making confident hiring decisions.