How to manage the DBS Update Service as an Employer
Despite being launched in 2013, the DBS Update Service has received a lot of attention in recent years. In this article, we’re going to look at exactly what the DBS Update Service is, the benefits, and, how to manage it as an employer.
What is the DBS Update Service?
The Disclosure and Barring Service (DBS) launched the DBS Update Service as a way to streamline recruitment in regulated industries. It is a subscription service, which holders of Standard or Enhanced DBS Checks can register for. For £13 the DBS Update Service keeps the details of these DBS Certificates up to date, so they can be viewed by employers as and when needed.
How does the DBS Update Service work?
DBS Certificate holders must register to the Update Service within 30 days of their certificate’s issue date. This is done via the DBS Update Service Portal on their website. Registration can be done in two ways:
When an applicant completes a DBS application and submits this to the DBS, they are issued a reference number. They can use this to register for the Update Service before their DBS Certificate has been issued.
When an applicant receives their DBS Certificate, they can use the certificate number to register for the Update Service.
Once someone has subscribed to the Update Service, they can give employers consent to view this information. They provide their original DBS Certificate, name, and date of birth and employers can then carry out a Status Check via the Update Service.
Status Checks are simply the act of looking up someone’s DBS Certificate information on the Update Service. These can be carried out at any point and essentially remove the need to carry out additional DBS Checks.
What do Status Check Results Mean
A Status Check will not show the entire certificate information, it will only let you know if the status of the information has changed. This is why its important to have seen the original DBS Certificate before carrying out a Status Check.
There are 4 different results that can be returned when an employer carries out a Status Check. Below we’ll break each one down in more detail:
This DBS certificate did not reveal any information and remains current as no further information has been identified since its issue.
This means the DBS certificate when issued was blank (i.e. it did not reveal any information about the person) and no new information has been found since its issue and can therefore be accepted as being still current and valid.
2. This DBS certificate remains current as no further information has been identified since its issue.
This means the DBS certificate revealed information about the person and no new information has been found since its issue and can therefore be accepted as being still current and valid.
3. This DBS certificate is no longer current. Please apply for a new DBS check to get the most up-to-date information.
This means new information has come to light since the DBS certificate was issued and you will need to apply for a new DBS check to see this new information.
4. The details entered do not match those held on our system. Please check and try again.
This means either:
the individual has not subscribed to the update service; or
the DBS certificate has been removed from the update service; or
you have not entered the correct information.
Why use the DBS Update Service?
The main purpose of the DBS Update Service is to make things easier for employers. There are many benefits to utilising the DBS Update Service, including:
Instant online checks of DBS Certificates.
No more DBS application forms to fill in.
You may never need to apply for another DBS check for an employee again.
Less bureaucracy.
Saves you time and money.
Enhances your safeguarding processes and may help to reduce your risks.
Easy to incorporate into your existing suitability decision-making processes.
Although there are clear benefits to the Update Service, if you are trying to implement it into a larger organisation, it becomes difficult. Although there are ways to carry out multiple Status Checks, they aren’t all without difficulty.
Managing Multiple Status Checks
Even though a Status Check only takes a couple of minutes, it soon adds up in businesses with a high headcount. The DBS have their Multiple Status Check facility, which gives you access to carry out multiple status checks, but it’s not quite that simple.
To access the DBS Multiple Status Check facility, you or your IT department would need to build a system that essentially plugs in to the DBS. You would then be able to use this system to run as many Status Checks as you need at any time.
Fortunately, there is an alternative.
We’ve developed a feature within the Personnel Checks platform which allows employers to automate their Status Checks.
This can be done in two ways. Either by importing existing Update Service information onto our platform or, by guiding your applicants to register when they’re completing their DBS Application with Personnel Checks.
Status Checks are carried out every 2 weeks (or at any interval you require) for just £6 per person each year. This ensures you’re in receipt of the most up-to-date DBS Certificate information at all times. Not only does this save you time, it represents a significant saving compared to completing a new DBS Check every 2-3 years.
Personnel Checks offers the DBS Update Service feature as a standalone product. This means, even if you don’t do your DBS Checks via Personnel Checks, you can still import Update Service information and manage Status Checks within the platform.
Want to know more?
To see how Personnel Checks can help you save time and money with the DBS Update Service, get in touch!
You can give us a call on 01254 355650 or drop us an email at sales@personnelchecks.co.uk