CHC

​​​​​Oregon Criminal History and Abuse Records Data System (ORCHARDS)

The Background Check Unit (BCU) announced the implementation of the Oregon Criminal History and Abuse Records Data System (ORCHARDS), our new background check system, on 7/31/2020. We have made many fixes and improvements to the system since then. Updates and current news regarding ORCHARDS are available to users on its Home page.

Use of ORCHARDS is only available for individuals subject to BCU’s statutes and administrative rules (see Policies and Rules) or for organizations or businesses under the Clearinghouse (see Clearinghouse).

ORCHARDS is more secure and easier to use than our previous system, CRIMS, and provides more options to the users and subject individuals. ORCHARDS was developed on behalf of the Centers for Medicare and Medicaid Services for the National Background Check Program. The foundational software of ORCHARDS is currently in use in 27 states and U.S. territories participating in the NBCP. We have had many features customized for Oregon which have now led to new innovations for other states.

Note for all users submitting background check requests into ORCHARDS: You are submitting a background check on a subject individual (SI). In order to perform the criminal records check and abuse checks included in a background check, BCU must have authorization from the SI. To provide the SI privacy and time to enter the authorization and any disclosures, as well as to remove any liability from you in seeing the SI’s disclosures, the SI has special access to ORCHARDS.

You are required to enter an email address for the SI the when submitting a background check request so the SI can gain access to the SI portal to ORCHARDS. The Training section below includes documents to help the SI set up an email account if s/he does not already have one. 

If it is not possible to set up an email, or the SI is at your office and you can give him/her private access to a computer with online access, please use the following links:

Please note that you are still required to include an email in the SI application (see training videos below).

Other documents that the SI will see when completing the Authorization and Disclosure are available to you in ORCHARDS, in the Help Section.

ORCHARDS Training Videos

BCU is relying heavily on videos for training of all users of ORCHARDS. Below is an updated list of all currently available training videos.

QED (Qualified Entity Designee) or CHAD (Clearinghouse Authorized Designee)

If you are a QED or CHAD using the ORCHARDS background check system, please review the following videos for training purposes.

ORCHARDS Overview

Background Check Process overview

New Application overview

Person Summary Page

Roster

Creating and Resetting Passwords

Portability

Preliminary Hire

Fingerprinting


QEI (Qualified Entity Ini​tiator)


Subject Individual

If you are applying for a job and your background check is processed by the DHS Background Check Unit, you will need an email address. You can complete your authorization and any disclosures for the background check on a computer or other device (table or smart phone). Here are several examples of how to get an email address:

Also, please review the following videos to learn about our ORCHARDS background check system.


Updates

BCU will provide updates regarding the implementation of ORCHARDS on this webpage.

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