How to Look Up Criminal Records

A criminal record is an official account of an individual’s interactions with the justice system. It may include arrest reports, misdemeanor and felony convictions, sentencing details, and incarceration history. Juvenile records, expunged cases, and sealed files are typically excluded from public view. Data originates in local courthouses and feeds into state repositories and certain federal systems. The Bureau of Justice Statistics notes that conviction data has become “more readily available to the public … than at any time in the recent past,” though access varies by jurisdiction.

Because name-based indices can return multiple matches, many CRAs start with an SSN trace to identify jurisdictions tied to a candidate’s address history. This extra step helps ensure that you review the correct individual’s record.

Employers often run criminal background checks to assess job-related risk, comply with industry regulations, or satisfy client contract terms. Landlords may review records to help protect their property and residents. Licensing boards, such as those in industries like healthcare or private security, sometimes require a clean history before issuing credentials. Volunteers handling vulnerable populations, such as children or seniors, may be screened for convictions that could pose safety concerns.

Individuals also look up their own records to confirm accuracy or prepare for a job search. Running a background check on yourself can uncover outdated information that you may be able to correct or expunge. Meanwhile, organizations committed to fair-chance hiring use criminal data alongside individual assessments to avoid blanket exclusions and give qualified candidates consideration.

Most criminal records originate in county or municipal courts where cases are tried. Counties maintain docket sheets, sentencing orders, and disposition data. States aggregate conviction-level information in centralized repositories, often managed by the state police or public safety department, though reporting frequency differs. Federally, the FBI’s National Crime Information Center (NCIC) and Interstate Identification Index consolidate records submitted by states and federal agencies; direct public access is restricted.

Public-facing online portals exist in many jurisdictions, but not all. For example, California’s Department of Justice requires fingerprinting for non-law-enforcement checks, while Texas offers name-based searches via its Crime Records Service. Looking to state-specific guidance, such as California background checks or Texas background checks, can help you navigate local rules and fees.

Name-match-only queries could capture the wrong individual, so double-check aliases and dates of birth. If you plan to use DIY findings for employment, furnish pre-adverse and adverse action notices per the Fair Credit Reporting Act (FCRA). For deeper coverage across multiple jurisdictions, a CRA can automate much of this legwork.

Under the FCRA, employers must obtain written permission before requesting a background check and must follow an adverse action process if they intend to deny an opportunity based on report findings. The EEOC’s guidance warns that blanket bans on arrests or convictions may result in disparate-impact liability, and it encourages individualized assessments.

State and local Ban the Box laws delay inquiries into criminal history until later in the hiring process. As of 2025, 37 states and more than 150 localities had adopted some form of Ban the Box policy.

Reporting windows also vary: some states bar disclosure of non-conviction records and limit lookback periods for certain misdemeanors. Working with a CRA that keeps pace with evolving regulations can help you avoid unintentionally disqualifying qualified applicants.

While DIY lookups can save fees on paper, they often demand multiple logins, manual court visits, and careful record-keeping to stay compliant. Errors, such as pulling the wrong file or missing a disposition update, can invite disputes or legal claims. By contrast, an FCRA-compliant consumer reporting agency often aggregates data across counties, states, and federal courts. It also applies built-in compliance workflows (like consent forms or adverse action notifications) and offers dispute resolution if candidates identify potential inaccuracies.

Criminal background checks help create a convenient process for court record retrieval, using machine-learning-powered adjudication tools and customizable filters so you can focus on job-related offenses. Transparent ETA dashboards and mobile-friendly candidate portals help reduce friction and improve applicants’ experience. For many organizations, the efficiency, breadth of coverage, and liability protection outweigh the per-report cost.

Working with a qualified CRA, like Checkr, to conduct criminal background checks can help you streamline a complex process and navigate hiring laws with greater confidence. Checkr offers multiple screening options to meet the needs of businesses of all sizes, with a mobile-optimized platform and automated workflows that can make the background check process more efficient for you and your candidates.

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About the author

Checkr is the data platform that powers safe and fair decisions. We’re a technology company that helps our customers assess risk, modernize hiring, and cultivate trusted relationships in their workplaces and communities.