Behind the Scenes: How the Australian Police Check Process Actually Works

For many Australian business owners, ordering a National Police Check is a standard part of the hiring workflow. However, what happens after you hit “submit” often feels like a “black box.”

Understanding the rigorous steps involved in an NCCHC (National Coordinated Criminal History Check) or an AFP check is vital for risk mitigation. It ensures your organisation remains compliant while helping you understand why some checks are returned instantly and others require a manual review.

Step 1: National Record Search & The Matching Algorithm

Once an applicant’s details are submitted, the information is run against a secure national database. This system uses a sophisticated name-matching algorithm to cross-reference the applicant’s personal details with existing police records across all Australian states and territories.

If the system flags a potential match, it means the applicant’s details align with information held in police records. These records can include:

  • Charges and court appearances.
  • Court convictions (including penalties and sentences).
  • Findings of guilt where no conviction was recorded.
  • Good behaviour bonds or other court orders.
  • Matters awaiting a court hearing.
  • Warrants, warnings, or specific traffic offences.

Step 2: The Referral and Manual Vetting Process

If a “potential match” is generated, the check is not automatically “failed.” Instead, it is referred to the relevant police agency (or agencies) for manual assessment. This is where human oversight ensures accuracy.

  • Verification: If the police agency determines the applicant is not the person in the record, they issue a “No Disclosable Court Outcome” (NDCO).
  • Vetting: If the agency confirms the applicant is the person in the record, they begin a “vetting” process. They determine what information can be legally disclosed under spent conviction legislation and information release policies.

Why Quality Screening Matters

For employers, especially those in high-compliance sectors like financial services or aged care, the accuracy of this data is non-negotiable.

Relying on professional background checks ensures that you aren’t just ticking a box, but actively protecting your organisation’s reputation and safety. By understanding that some checks take longer due to the manual “vetting” phase, recruiters can better manage their onboarding timelines.

Frequently Asked Questions

What does “No Disclosable Court Outcome” (NDCO) mean? An NDCO means that either there is no police information held against the applicant, or the information held cannot be released due to “Spent Conviction” legislation or other state-based disclosure policies.

Why do some police checks take longer than others? Approximately 70% of checks are processed within minutes. The remaining 30% are flagged as “potential matches” for manual processing by police agencies, which can take several business days to resolve.

Does a “potential match” mean my candidate has a criminal record? Not necessarily. It simply means the algorithm found someone with similar details (like a name and date of birth) in the system. Many of these are cleared as “No Disclosable Court Outcome” after a manual review.