Live Scan Fingerprinting Live Scan Fingerprinting Laws and Regulations

Live Scan Fingerprinting Laws and Regulations: What Providers Need to Know to Stay Compliant

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Published on May 3, 2023 at 12:58 pm

Updated on July 14th, 2023 at 03:46 pm

Fingerprinting is crucial in the background-checking system, especially regarding employment and licensing. Live Scan fingerprinting is becoming increasingly popular because it’s faster, more convenient, and more accurate than traditional ink fingerprinting methods. However, to stay compliant with the laws and regulations governing Live Scan fingerprinting, providers must keep up-to-date with any changes and updates. This blog delves into the critical information providers need to know to avoid potential legal troubles and comply with Live Scan fingerprinting laws and regulations. So let’s dive in and explore.

Introduction: Understanding Live Scan Fingerprinting Laws and Regulations

Live Scan fingerprinting is a process that captures an individual’s fingerprints and sends them electronically to the California Department of Justice and the Federal Bureau of Investigation for criminal background checks. Live Scan fingerprinting is regulated by laws and regulations that providers must adhere to stay compliant. Understanding these laws and regulations is essential, as noncompliance can result in fines and legal consequences.

Live Scan fingerprinting is required to become a notary public in California. Applicants must pass the notary public exam, complete a background check, and submit classifiable fingerprints acceptable to the California Department of Justice via the Live Scan Program. A notary public commission will not be issued until a report from the DOJ and FBI states that there is no criminal history. Other industries and organizations may also require Live Scan fingerprinting for certain employees and volunteers.

Compliance best practices include staying current on current regulations, ensuring the accuracy of information submitted, and properly securing and maintaining records. Exceptions and alternatives to Live Scan fingerprinting may exist for pre-employment screening for school employees, but the specific criteria must be met.

Overall, understanding Live Scan fingerprinting laws and regulations is crucial for providers to maintain compliance and ensure their industries’ and organizations’ safety and security.

Applying for a Criminal History Record Check: Step-by-Step Guide

When applying for a criminal history record check through live scan fingerprinting, it’s essential to follow a step-by-step guide to ensure a smooth and hassle-free experience.

The first step is to gather all the necessary information required for the background check, including personal identification documents and any specific instructions from the requesting agency.

Next, schedule an appointment with an authorized live scan provider, such as Idemia, and ensure all required fees are paid.

On the day of the appointment, arrive on time and bring all necessary documents, including a completed form from the requesting agency. The live scan provider will then capture digital fingerprints using a certified fingerprint scanner and upload them into the system for processing. Once the background check is complete, results will be sent to the requesting agency, and a copy will be provided to the individual if requested.

It’s important to note that specific disqualifying statutes may prevent an individual from obtaining certain clearances or employment, so reviewing these criteria before applying for a criminal history check is always best. Additionally, mobile unit fingerprinting may be available for eligible individuals who cannot travel to a live scan provider location.

Following these simple steps, individuals can ensure a smooth and efficient criminal history record check through live scan fingerprinting.

Archive Submission Process: What Providers Need to Know

The Archive Submission Process is an alternative option for pre-employment screening for school employees who were previously fingerprinted for state employment or certification. Providers offering Live Scan fingerprinting services should understand the requirements for this process.

The Archive Submission Process is available for applicants who have had fingerprinting completed through the state of New Jersey and meet specific criteria. The process requires the applicant to submit a notarized request, documentation of their previous fingerprinting, and a $16 fee payment.

The applicant’s fingerprints are then searched against the state’s archive for any criminal history records sent to the applicant and their potential employer. It is important to note that applicants who have not previously been fingerprinted through the state of New Jersey must complete the Live Scan fingerprinting process.

Providers should also understand that specific disqualifying statutes exist, which could result in the denial of employment for an individual. It is recommended that providers stay current on the latest regulations and best practices for Live Scan fingerprinting services to ensure compliance.

Disqualifying Statutes: Criteria for Denial of Employment

Employers must be aware of disqualifying statutes for Live Scan fingerprinting to avoid hiring individuals ineligible for certain positions. These disqualifying statutes are outlined in California law and include several criteria that could result in the denial of employment.

One example is Penal Code 290, which relates to sex offenses. Employers may not hire individuals convicted of certain sexual offenses or who are required to register as sex offenders. Other disqualifying criteria include crimes related to child abuse, domestic violence, and drug offenses.

It’s also important to note that certain types of professional licenses and certificates may be denied based on an applicant’s criminal history, even if the conviction does not fall under a disqualifying statute. For example, a person with a conviction for theft may be denied a license for a position in law enforcement.

Employers should review relevant disqualifying statutes and regulations to ensure they are not violating the law when hiring. It’s also recommended to work with a reputable Live Scan fingerprinting provider to ensure thorough background checks are conducted in compliance with all applicable laws and regulations.

Live Scan Fingerprinting Cost: How Much to Expect

Live Scan fingerprinting is essential to pre-employment screening, licensing, and background checks. The cost of a Live Scan fingerprinting can vary depending on the agency’s ORI number and the application type. Usually, the fees are broken down as follows: a rolling fee of $30, a child feel of $15, and a DOJ fee for record review of $25. However, these fees are subject to change without notice, so it is recommended to call ahead and confirm with the Live Scan location to estimate the total cost.

The applicant must only pay the rolling fee if an agency has a billing number on the form. The billing number is a code the Department of Justice assigns to an agency so that government fees are billed directly to the requesting agency. Some agencies may have different government fees, such as non-profit organizations that may waive the DOJ fee for volunteers.

To avoid surprises, contacting the requesting agency and checking the Live Scan request form’s services and fees requirement is best. A Live Scan fingerprinting may seem like an added expense, but it is essential in ensuring safety and security. It is a small price to pay for peace of mind for the employer and employees.

Payment Responsibility: Who Pays for the Background Check Fees

When it comes to live scan fingerprinting, one question that often arises is who is responsible for paying the background check fees. The employer will frequently cover the background check cost as part of the hiring process. However, there are exceptions to this rule.

For example, suppose an individual needs a live scan fingerprinting for personal reasons, such as applying for a professional license or volunteering at a local organization. In that case, they will most likely need to pay for the background check themselves. In some cases, a school or similar organization may require a background check for volunteers or visitors, in which case the organization may cover the cost.

It’s important to note that the fees for live scan fingerprinting can vary depending on the provider and the type of check required. Some providers may charge additional fees for expedited processing or for mailing results. It’s essential to ask about the total cost when scheduling an appointment.

Overall, it’s vital to clarify payment responsibility before scheduling a live scan fingerprinting appointment to avoid any confusion or unexpected expenses.

Scheduling an Appointment with Idemia: Tips for a Hassle-Free Experience

Scheduling a fingerprinting appointment with Idemia, the preeminent live scan fingerprinting provider in Maine, is a quick and easy process that can be done online or by phone. To ensure a hassle-free experience, it is essential to keep a few tips in mind.

First, it is helpful to have all necessary information ready before scheduling, such as the reason for fingerprinting, any required forms or documentation, and the nearest Certifix Live Scan location. Appointments can be scheduled online or by calling customer service during business hours.

It is essential to arrive at least 15 minutes before the scheduled appointment to allow check-in and preparation. Customers should bring two forms of identification, one of which must be government-issued, and any required forms or documentation.

If there are multiple applicants, it is recommended to schedule separate appointments to ensure sufficient time for each fingerprinting. In addition, canceling or rescheduling appointments should be done at least 24 hours in advance to avoid charges and allow other customers to schedule

Overall, scheduling a fingerprinting appointment with Idemia can be a hassle-free experience by following these simple tips and being prepared. The trained Enrollment Agents provide professional and convenient services in a secure environment to meet the needs of government agencies and businesses.

Turn-Around Time: How Long Before Results Are Released

One of the most common questions about Live Scan Fingerprinting is how long it takes for the DOJ and FBI to process the fingerprints and release the results. In most cases, the results from the DOJ come back within 48 hours. The results are emailed or sent to the requesting agency on the Request for Live Scan Service form. However, there may be instances where it takes longer than the expected time frame.

If it’s been more than 15 days since the live scan was done and the results have not been received, clients can request the DOJ to conduct research. The DOJ hotline or website can be used to check the status of the live scan results. Clients will need their date of birth and the 10-digit Automated Transaction Identifier (ATI) number at the bottom of the Live Scan Applicant Request form.

It’s important to note that the DOJ does not share applicant information with other agencies. Applicants must undergo the Live Scan process again for every new application or request for their criminal history. Therefore, it’s recommended that individuals plan accordingly to ensure they have sufficient time to complete the process before their desired start date.

Mobile Unit Fingerprinting: Eligibility and Requirements

Mobile Unit Fingerprinting is a convenient way to obtain fingerprints for Level 2 screening requests. To be eligible, the applicant must have an electronic fingerprint request from the employer or agency, including a complaint ORI number. The mobile unit will travel to the applicant’s location, and the vendor will provide all necessary equipment and supplies. 

The location must be suitable for fingerprinting, meaning there must be access to electrical outlets and adequate lighting. In addition, the applicant must have a valid government-issued photo ID, such as a driver’s license or state ID card, at the time of the appointment.

The vendor will ensure that all fingerprint images produced meet required quality standards and are submitted to the Florida Department of Law Enforcement for processing. The turnaround time for results may vary based on additional required background checks.

It is important to note that mobile unit fingerprinting may only be available in some areas and may have additional fees. 

Providers should check with their preferred vendor for more information on eligibility and requirements for mobile unit fingerprinting. By staying informed about compliance best practices, exceptions, and alternatives for pre-employment screening, providers can ensure they meet all regulatory requirements and protect their clients and employees.

Compliance Best Practices

Compliance with live scan fingerprinting laws and regulations is critical for businesses and organizations that require criminal history background checks on their employees. To ensure compliance, it is essential to follow best practices. 

  1. First, businesses must notify employees of the fingerprinting requirement and obtain written consent. 
  2. Second, they should use a state-approved live scan vendor and ensure the Federal Bureau of Investigation (FBI) certifies the vendor.
  3. Third, businesses must obtain proper identification from employees before fingerprinting.
  4. Fourth, they should inform employees about their rights to challenge or correct any inaccurate information collected during the background check.
  5. Fifth, businesses must safeguard employees’ personal information and protect their privacy.
  6. Finally, businesses should have a written policy for handling and storing fingerprint images and information.

Exceptions and alternatives to live scan fingerprinting laws exist for the pre-employment screening of school employees. 

For example, fingerprinting is optional for school volunteers or short-term substitute teachers. Instead, schools may conduct a name-based check through the New Jersey State Police. Churches or religious institutions that provide educational services also have certain exemptions. Organizations should consult state laws to determine whether an exception applies to their situation.

Overall, following compliance best practices and staying up-to-date on live scan fingerprinting laws and regulations are crucial for businesses and organizations that want to protect their employees and reputation.

Exceptions and Alternatives: Pre-employment Screening for School Employees.

Regarding pre-employment screening for school employees, exceptions and alternative options are available. For example, some states may allow for a provisional hire if a full background check can only be completed after the start of the school year. However, even in these cases, the school must conduct a criminal history check and fingerprinting as soon as possible.

Another alternative is to conduct a name-based background check in addition to or instead of a Live Scan fingerprinting. However, it is essential to note that name-based checks may not provide as thorough of screening as fingerprinting and may not meet state or federal requirements.

Schools may also consider outsourcing their background check and fingerprinting needs to a third-party provider. This can save time and ensure compliance with all applicable laws and regulations.

In addition to these alternatives, it is essential for schools to regularly review and update their screening policies and procedures to ensure they are keeping up with any changes in laws or regulations.

By staying informed of all options and best practices for pre-employment screening, school administrators can ensure the safety of their students and staff while remaining compliant with all applicable laws and regulations.


In conclusion, staying compliant with live scan fingerprinting laws and regulations is crucial for providers. Live scan fingerprinting has become increasingly common to conduct background checks for various positions and industries.

Providers must understand the legal requirements, including obtaining proper authorization and following data protection and disposal procedures. Failure to comply with these laws can result in penalties and legal consequences. Providers must also ensure that their equipment is calibrated and maintained correctly to ensure accuracy and efficiency.

Beyond legal compliance, providers should also prioritize customer service and support to ensure a positive client experience. Overall, understanding and complying with live scan fingerprinting laws and regulations will help providers maintain a reputable and reliable service that benefits employers and job seekers. With the continued use of live scan fingerprinting in background checks, staying informed and up to date on these regulations is crucial for providers to remain successful in their industry.

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Frequently Asked Questions

  • Why is Live Scan Fingerprinting required?

    Live Scan Fingerprinting is required as a part of the background check for many professions, including engineers, land surveyors, and geologists. The purpose of this is to ensure public safety by verifying the identity and history of each applicant.

  • What happens if an applicant does not comply with Live Scan Fingerprinting requirements?

    Failure to comply with Live Scan Fingerprinting requirements may render an application incomplete and delay the licensing process. In some cases, non-compliance may result in a license or certification revocation.

  • Are there any exceptions to Live Scan Fingerprinting requirements?

    Generally, all applicants for licensure or certification within the relevant professions are required to complete Live Scan Fingerprinting. However, there may be exceptions granted on a case-by-case basis.

  • What should an applicant do if they are unable to comply with Live Scan Fingerprinting requirements due to medical reasons or other extenuating circumstances?

    Applicants who are unable to comply with Live Scan Fingerprinting requirements due to medical reasons or other extenuating circumstances should contact the relevant licensing board to explain their situation and request an alternative method of background verification if applicable.

  • How can an applicant ensure compliance with Live Scan Fingerprinting requirements?

    Applicants can ensure compliance with Live Scan Fingerprinting requirements by carefully reviewing the instructions provided by the relevant licensing board, scheduling appointments as necessary, and following all protocols for completing the fingerprinting process. It is essential to keep any necessary documentation or identification on hand during the appointment.

  • What are the specific laws and regulations related to Live Scan Fingerprinting in my state?

    In the state of California, Live Scan Fingerprinting is regulated by the Department of Justice (DOJ). The DOJ requires all applicants and licensees in certain professions and industries to undergo Live Scan Fingerprinting for criminal background checks.

    Additionally, California’s Penal Code requires that any individual who has been convicted of a crime must submit to Live Scan Fingerprinting for a criminal background check. The results of the Live Scan Fingerprinting are sent directly to the DOJ, which then provides the information to the requesting agency or employer.

    It is important to note that the fees associated with Live Scan Fingerprinting in California vary based on the agency and the type of background check being conducted. The fee for Live Scan Fingerprinting may be paid by the applicant or by their prospective employer.

    If you have any questions about Live Scan Fingerprinting in your state, it is always best to check with your state’s local law enforcement agencies or the Department of Justice.

  • What are the laws and regulations that govern Live Scan Fingerprinting providers?

    Live Scan Fingerprinting providers are governed by various laws and regulations at the federal and state level. These include the FBI’s CJIS Security Policy, state fingerprinting statutes, and local regulations.

  • How can providers ensure they are complying with these laws and regulations?

    Providers can ensure compliance by staying up-to-date with relevant laws and regulations, obtaining necessary permits and licenses, and following best practices and industry standards. Providers should also conduct regular audits of their live scan equipment and processes to ensure they meet the required standards.

  • Are there any specific requirements for Live Scan Fingerprinting equipment and supplies?

    Yes, providers must use certified FBI IAFIS live scan equipment and supplies that meet minimum specifications to ensure interoperability with law enforcement systems. Providers should also ensure proper maintenance and calibration of their equipment to ensure accurate results.

  • What are the consequences of non-compliance with Live Scan Fingerprinting laws and regulations?

    Non-compliance can result in fines, loss of licenses or permits, legal liability, and damage to reputation. Providers should take compliance seriously to protect their business and customers.

  • How can providers stay informed about changes in Live Scan Fingerprinting laws and regulations?

    Providers can stay informed by following industry publications and government websites, attending relevant training and conferences, and joining industry associations. They can also consult with legal professionals for guidance on compliance issues.

  • What are the specific laws and regulations related to Live Scan Fingerprinting in my state?

    Each state has its own laws and regulations regarding Live Scan Fingerprinting. In general, Live Scan Fingerprinting is used for criminal background checks and to verify the identity of individuals.

  • Can providers face legal action if a customer's fingerprint data is compromised?

    Yes, providers can face legal action if a customer’s fingerprint data is compromised. The use of biometric authentication, such as fingerprint technology, is becoming increasingly popular among companies as a way to improve security and efficiency. However, it is important to note that the collection and storage of biometric data is subject to privacy laws and regulations, which vary from state to state. If a provider fails to obtain proper consent or safeguard the biometrics they collect and store, they may be held liable for privacy violations. Customers who believe their personal data has been collected without their consent or stored improperly and leaked to unauthorized individuals may be able to seek legal action. It is recommended to speak with legal counsel and gather evidence of potential privacy violations if you feel your personal data has been compromised.

  • What happens if an employer fails to conduct fingerprint-based criminal history record checks on their employees?

    Failure to conduct these checks can result in fines and penalties from state regulatory agencies. In some cases, an employer may lose their operating license if they repeatedly fail to comply with the law.

  • What if an employer knowingly hires someone without conducting a fingerprint-based criminal history record check?

    This is a serious violation and may lead to criminal charges for the employer. Additionally, the employer may face civil lawsuits from clients or customers if the employee they hired without conducting a background check commits a crime.

  • Can an individual face penalties for intentionally providing false information during the fingerprinting process?

    Yes, intentionally providing false information or identity fraud during the fingerprinting process is not only a violation of the law, but also a criminal offense. The individual may face fines and imprisonment.

  • What if an individual refuses to undergo fingerprinting for a required background check?

    Refusal to undergo fingerprinting for a required background check may be grounds for termination of employment or revocation of licensure. The individual may also face fines and penalties from regulatory agencies.

  • Are the penalties the same for all industries that require fingerprint-based criminal history record checks?

    The penalties may vary depending on the industry and regulatory agencies involved, but all violators are subject to fines, penalties, and potential loss of operating licenses or privileges. It is important for employers and individuals to take these requirements seriously and follow all laws and regulations regarding fingerprinting and background checks.

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