How to Complete a Live Scan Form

Patsy Chappell
Sep 27
3 min read

Completing a Live Scan form might seem straightforward, but the details matter significantly. Missteps can lead to delays or even a rejection of your submission, making it critical for agencies and technicians to understand the intricacies involved. In this guide, we’ll walk through how an agency should properly complete a Live Scan form for submission, outline common mistakes to avoid, and define the responsibilities of the Live Scan technician.

Understanding the Live Scan Process

Before diving into the specifics, it’s essential to understand what a Live Scan is. A Live Scan is an electronic fingerprinting process that allows agencies to submit fingerprints to the California Department of Justice (DOJ) or the FBI for background checks. This process is crucial for many agencies working in sectors like childcare, education, and law enforcement.

Close-up view of a Live Scan form with a filled-out sample — An example of a completed Live Scan form.

Step-by-Step Guide for Completing the Live Scan Form

Step 1: Gathering Necessary Information

Before filling out the Live Scan form, ensure you have all required information at your fingertips. This includes:

Full name
Date of birth
Place of birth
Social Security number
Driver’s license or identification card number
Address details

Step 2: Select the Correct Form

There are different forms based on the specific requirements, including those for employment, licensing, or volunteer work. Make sure to use the correct form that aligns with the purpose of the Live Scan. For instance, forms may vary based on whether it's being submitted for a state or federal background check. If your agency is requested the state and federal both FBI and DOJ must be selected.

Step 3: Filling Out the Form

Personal Information: Carefully input the individual’s personal details. Ensure that spelling is accurate and consistent across all documents.
Requesting Agency Information: Include the name of your agency and its address correctly. This is vital because it ensures the results come back to the right place.
Level of Service: Indicates whether you need a California Department of Justice (DOJ) background check, a FBI background check, or both.

Step 4: Signature and date

Once the form is filled out correctly, it needs to be signed and dated by the applicant. The signature of the applicant should match the applicant's identification documents to avoid any discrepancies.

Step 5: Live scan form submission

After completing the form, submit it to the Live Scan technician along with the necessary fees. Be aware that fees may vary depending on the agency processing the fingerprints and the purpose of the Live Scan.

Eye-level view of a Live Scan technician preparing equipment — Submission of background check

Common Mistakes to Avoid

Incomplete Information

Double-check the form for any missing fields. Incomplete submissions are one of the most common reasons for delays or rejections. Always cross-reference the form with the identification documents provided.

Incorrect Agency Information

Mistakes in the agency’s name or address can lead to confusion about where the results should be sent. Always triple-check to ensure accuracy.

Signing Errors

Make sure the individual signs the form where indicated. An unsigned form will be considered invalid, leading to further delays.

Failing to Keep Copies

Always make copies of the submitted forms for your records. This practice ensures that your agency has a point of reference should any issues arise during processing.

Responsibilities of the Live Scan Technician

Role Overview

A Live Scan technician plays a pivotal role in the fingerprinting process. They are responsible for:

Correct Identification: Ensuring that the identity of the subject matches the details provided in the Live Scan form.
Accurate Scanning: Positioning and taking fingerprints correctly to ensure high-quality scans.
Form Verification: Reviewing the completed form for accuracy and completeness before submission.

Submission Process

Once the fingerprints are captured, the technician submits the information electronically to the relevant authorities, such as the DOJ, FBI or both. Capturing all details on the forms, checking for accuracy and reverifying information with the applicant prior to submission.

Compliance and Confidentiality

The technician must adhere to guidelines regarding confidentiality and data protection. They must ensure that all personal information is stored securely and is only accessible by authorized personnel.

High angle view of a Live Scan workstation with various equipment — Fingerprint Verification

Ensuring a Smooth Live Scan Experience

Ongoing Training for Technicians

At PCB Notary Works, we understand that fingerprinting technology and regulations can change. We participate in regular training to remain up-to-date and provide top-quality service.

Final Thoughts

Completing a Live Scan form may initially seem like a daunting task due to the details involved. However, by following this step-by-step guide, agencies can ensure that they avoid common pitfalls and facilitate a smooth submission process.

Remember, the role of the Live Scan technician is crucial in ensuring that all details are captured correctly and submitted accurately. By working together—both agencies and technicians—can streamline the Live Scan process and ultimately serve their communities better.