SYSTEM UPDATE: Automatic Archival of Outstanding Applications

Protection of DBS data is one of the primary concerns for us as a background screening provider. As part of our ongoing commitment to protecting customer information and complying with data protection law, we have completed some work on the EmploymentCheck system we use to process DBS Checks. 

What’s Changed? 

In this system update, we have expanded the functionality of the EmploymentCheck system to automatically archive applications with no status change after a set period. This change is an expansion of existing functionality present in the system that ensures that we are compliant with the UK GDPR. 

The default archiving periods are listed in the table below: 

Status Definitions 

Application Created by Admin: When a DBS application has been set up partially or completely and saved as a draft on the system, 

Waiting for Applicant to Fill in Details: When an application has been set up and details have been sent to an applicant, and the application is waiting to be completed. 

Awaiting ID Verification: When an applicant has completed the form and the assigned ID Verifier is required to carry out the ID Verification 

Result Received: When a DBS Check has been completed and the Disclosure and Barring Service have confirmed that the DBS Certificate is on its way to the applicant. 

How Will This Affect Me? 

These changes will only affect applications that have not progressed to a new status within the specified period. Currently, Personnel Checks manage this process manually so there should be no visible impact on the DBS Checks that you are processing. 

Any applications that are archived but are still needed, can be retrieved by those with an admin account. This means any of our self-service clients with BU Admin access to our system can reinstate any required applications that have been archived. 

For any other customers that need to reinstate an archived application, the Personnel Checks Customer Experience team will be able to manage this process. By sending an email to letstalk@personnelchecks.co.uk with the details of the application in question, the Customer Experience team will be able to reinstate this application.  

If an application is left archived for 6 months, all personal data will be automatically purged by the EmploymentCheck system. This is a legal requirement under data protection laws. If this happens to an application you still need, a new DBS application will need to be set up on the system.  

When will these changes happen? 

These changes will start to be implemented from the evening of Thursday 21st October 2021. As of the 22nd, all DBS applications live on the EmploymentCheck system will be subject to the automatic archiving rules stated above. 

If you have any questions regarding the changes to the system, please get in touch by sending an email to letstalk@personnelchecks.co.uk