Each U.S. state maintains its own independent criminal history repository, and records held at the state level are not always forwarded to the FBI. This is why certain foreign governments, immigration authorities, and licensing bodies request state-level clearances in addition to the federal one. In this section we will learn about when you need a state clearance, how to identify which states apply to your situation, and how to navigate the process for each.

State criminal history repositories were established independently of the federal system, and reporting to the FBI has never been fully standardized across all jurisdictions. An arrest, charge, or conviction that occurred within a specific state may be held in that state's database without ever being transmitted to the FBI's CJIS Division.

This means two things practically:

First, a federal "No Record" result does not guarantee a clean record at the state level. Second, if a foreign authority wants complete coverage of your U.S. history and not just what was reported federally, they will ask for state-level clearances from each state where you have lived or worked for a qualifying period.

Not every application requires a state clearance. Whether you need one depends entirely on what the requesting authority specifies. Common situations where state clearances are required include:

• Foreign permanent residency applications where the destination country requests clearances from all states of prior residence.
• Overseas employment in regulated professions such as healthcare or education, where the licensing body wants state-specific verification.
• Intercountry adoption where both U.S. and foreign authorities require comprehensive background checks at multiple levels.
• Certain EU residency and citizenship applications where individual state clearances are requested alongside the federal document.

Note: If the requesting authority only asks for a U.S. Criminal Record Check without specifying state records, the FBI Identity History Summary alone is sufficient. Always confirm with the requesting authority before applying for state clearances unnecessarily.

As a general rule, you may need a state-level clearance from each U.S. state where you have lived, worked, or studied for a period that meets the requesting authority’s threshold. These thresholds vary by country and application type. For example, some authorities such as Immigration, Refugees and Citizenship Canada use a 6-month threshold, while others including countries like Australia, may use a 12-month threshold.

To determine which states apply to your situation:

• List every state where you have lived, worked, or studied since the relevant age cutoff (often 16 or 18, depending on the requirement).
• Calculate the duration of your stay in each state.
• Apply the specific threshold set by the requesting authority.
• Contact each qualifying state’s criminal history repository to confirm current procedures before applying.

While each state has its own specific procedure, the general process follows a consistent pattern:

Step 1: Identify the issuing authority 

Apply to each state where you have lived, worked, or studied, based on the requesting authority’s requirements. The issuing body is usually the State Police, State Bureau of Investigation, or Department of Justice.

Step 2: Visit the official state website

Download the official criminal history request form from the state’s website and provide required personal details such as your name, date of birth, and identification information. Specific requirements vary by state.

Step 3: Arrange fingerprinting (if required)

Some states require fingerprint-based submissions for certified results, while others allow name-based searches. Fingerprinting may be done via live scan or ink cards (such as FD-258/FD-1164).

Step 4: Pay the applicable fee

Fees vary by state and request type. Payment methods depend on the state and may include online payment portals, credit/debit cards, money orders, or certified checks.

Step 5: Submit your request

Depending on the state, applications may be submitted online, by mail, or in person. Online systems, where available, generally offer faster processing.

Step 6: Receive your results

Processing times range from a few days to several weeks. Results are delivered either electronically or by mail, depending on the state’s system.

The table below lists the issuing authority and estimated fee for all 50 states. Fees are subject to change, always verify current information directly with each state's issuing authority before applying.

If you need Criminal Record Checks from more than one state, it is more efficient to submit all applications at the same time rather than one after another. Applying sequentially can extend your overall timeline, especially since processing times vary by state and are not always predictable. To manage multiple applications effectively, start by confirming which states are required and initiate all requests together once you’re ready. Track each application individually by keeping a clear record of submission dates, reference numbers, confirmation emails, and expected processing timelines. This becomes very important when dealing with several state authorities simultaneously.

It’s also important to keep copies of everything you submit, including application forms, payment receipts, and any communication with state agencies. Since most requesting authorities apply validity windows to Criminal Record Checks, plan your timing carefully so that all documents remain valid by the time your full application is submitted. If one state is known to take longer, factor that into your overall timeline.

Finally, confirm each state’s requirements in advance. Not all states handle out-of-state or international applications in the same way. Some accept mailed submissions using fingerprint cards, while others may require in-person fingerprinting or specific procedures. Checking these details upfront can help avoid delays or rejected applications.

State Criminal Record Checks in the United States do not carry a printed expiration date. In most cases, immigration bodies, employers, and licensing authorities require that the document be issued within a recent timeframe that is around 3 to 6 months depending on the purpose.

Because processing times vary by state and can be longer than federal clearances, timing becomes important. Some states may take several weeks to issue results, especially for fingerprint-based requests. If you are applying for multiple clearances, it’s important to plan around the slowest one so that all documents remain within the required validity window when you submit your application.

State Criminal Record Checks may need to be apostilled if the requesting authority requires legalized documents and the destination country is a member of the Hague Apostille Convention. This requirement depends entirely on the country and purpose of your application, so it’s important to confirm before proceeding.

Unlike federal documents, which are apostilled at the national level, state-issued clearances must be apostilled by the Secretary of State in the state where the document was issued. Each state has its own process, fees, and processing timelines. If an apostille is required, you will need to submit each state clearance to the appropriate state authority after receiving it.