The Ultimate ID Verification Guide
We've created the Ultimate Guide to help you with any questions you might have about the ID Verification process for DBS Checks!
If you’re new to DBS checks, we’d recommend checking out our Ultimate DBS Checking Guide, here. If you know what you’re doing and just need to refresh your memory about how to check an applicant ID, you can navigate using the contents below.
If you’re interested in never having to carry out ID verification manually again, you can take advantage of our Online ID Verification solution. Click here to learn more.
Contents
ID Checking Guidelines
The guidelines for verifying ID documents differ depending on the level of DBS Check being processed. For a Basic DBS Application, you need to check 2 original ID documents. For the Standard or Enhanced DBS Check, you must check 3 original ID documents.
Once you have the correct 2 original ID documents for Basic DBS applications or 3 original ID documents for Standard or Enhanced DBS applications, you must decide whether your applicant is a UK National. If you are unsure whether they are, please click here to check.
Once you have confirmed whether they are a UK National and have their ID documents in front of you, you can start the ID verification process:
You must indicate which documents you have been provided with. If you have not been presented with at least one document from Group 1 (or Group 1a for non-UK nationals), you will not be able to continue with the ID verification process.
In some instances, you may need to enter specific details found on the documents. This includes things like passport and driving licence numbers, as well as issue and expiry dates.
The details completed in this section must match the ID documents provided exactly. It is your responsibility to ensure that the information provided on the documents matches the application form, i.e. same spelling of name, D.O.B etc. If there are any deviations, you must discuss this with the applicant first and either make amendments on the form or get an alternative document.
You must then tick the boxes on the system or application form to confirm that you understand your role in the process and the importance of getting the information correct. Once you are sure you have completed the above, you can submit or post the DBS application to the DBS.
Valid ID Documents
The applicant must provide 2 original documents from this List of Valid ID Documents if they are completing a Basic DBS Check, or 3 original documents from this List of Valid ID Documents if they are completing a Standard or Enhanced DBS Check.
The valid ID documents also depend on whether the applicant is an EEA National or not. If you are unsure whether they are, please click here to check.
How to Check ID Documents Accurately
Ensure that you check for signs of tempering when verifying ID documents. You should query any document that has any signs of damage, particularly when in the same area as the name or the photograph. The rest of this guide is dedicated to explaining the finer points of verifying certain types of documentation.
How to Check a Driving Licence
English, Welsh and Scottish driving licences outline information about the applicant’s name, date of birth and sex. There is a particular format in which this information is displayed that you can cross-reference against the information provided in the application.
We have given a description of the format in an example below, for a female applicant named Lauren Smith, born 8th April 1998.
For Northern Ireland; Isle of Man and Jersey driving licences, the format is different to the above format so cannot be cross-referenced in the same way.
Please note that the date of birth on English, Welsh and Scottish driving licences, issued before 1977, is not recorded separately on the licence. The date of birth can be worked out from the driving licence number and examined against the date of birth field on the application form.
Checking an old-style driving licence (no photograph)
After removing the document from the plastic wallet, you must ensure it is printed on both sides. There should be watermark visible when it is held up towards the light, without any punctuation marks in the name or address.
The ‘Valid To’ date should be a day before the applicant’s 70th birthday (unless they are already over 70). The ‘Valid To’ date can then be checked against applicant’s date of birth in their application.
How to Check a Passport
If the passport is excessively damaged, treat it with suspicion since this is often used to conceal tampering. Closely examine the photograph for any damage to the laminate or excessive glue, indicating a substitution of the photograph.
There should be an embossed strip into the laminate which should catch a part of the photograph. Ensure there is no damage to this area.
Passports from a foreign nation can still be checked in the same way as outlined above.
How to Check a Birth Certificate
Birth certificates do not have a photograph so must be cross-referenced with ID that does contain a photograph. Original birth certificates may provide greater confidence that the identity belongs to the individual, as opposed to certified copies.
Checking the quality of the paper can be a good indicator of whether the birth certificate is genuine since the paper does tend to be high grade, as well as a watermark when held up to the light.
Smoothness on the surface can be an indication that the text has been washed or rubbed off. Tampering, overwriting, changes using liquid paper or spelling mistakes can be indicators of fraud.
The DBS provide the following information on how information may indicate that the birth certificate has been altered (this list is not exhaustive):
“Spacing between falsely added particulars might be irregular compared to original information. ‘Thick’ or ‘thin’ spacing might infer particulars have been added.
False particulars might not have been aligned with other words.
Characters may not be of the same size or shape with the rest of the particulars.
Movement of handwriting may look mechanical and does not flow with the rest of the particulars.
Changes might not be consistent e.g. parents’ surnames might be altered, but not the signatures.
The area around falsely added or removed particulars may react differently under an ultraviolet light i.e. show signs of staining. In addition, such areas of paper may appear thinner where the paper fibres have been disturbed by abrasion.
For more information on checking birth certificates, please refer to Her Majesty’s Passport Office document General Register Office guide to birth certificates.”
How to Check an EEA Photo Identity Card
Examine the photo identity card for general photo tampering or amended printed details.
How to Check a HM Forces ID Card
Examine the HM Forces ID card for general photo tampering or amended printed details.
How to Check a Firearms Licence
Check that the firearms licence is printed on blue security paper with a Royal crest watermark and ‘Home Office’ in faint text.
Examine the licence for tampering of the photograph or amendment of the home address and date of birth, or any of the printed details.
The holder should have signed the licence, as well as bearing the signature of police in the area they live, or someone who has been delegated the authority to do so.
How to Check a Biometric Residence Permit (BRP)
Examine the features of the permit and check whether the applicant has a right to work in the UK.
Guidelines for checking other supporting documents
Ensure statements and letters are recent (within a 3-month period). Do not accept documentation that has been printed by the applicant from the internet.
Some documentation has a longer validity period. For example, Council Tax or Mortgage Statements are both acceptable within a 12-month period.
Ensure that letterhead paper has been used and looks genuine i.e., correct bank headers. Cross-reference the address with what has been provided by the applicant.
Using Online ID Verification
Online ID Verification is the culmination of a huge effort between UK Government, the Disclosure and Barring Service, and industry to establish a modern identity-checking service. Online ID Verification (OIDV) provides a quicker, more secure, and, more accurate ID verification process for DBS Checks, making life easier for you as an employer and for your team.
Personnel Checks customers with Online ID Verification added to their account can benefit from this service. Applicants complete the ID verification process before completing their DBS application.
They scan their documents, take a selfie and upload this via our OIDV portal. Once they've completed this successfully, their data is automatically populated onto the application form, straight from the documents they've uploaded. This not only makes the application process quicker but, by removing the need for manual data entry, it significantly reduces the risk of typos and other errors.
To learn more about Online ID Verification and how it could streamline the DBS process in your organisation, get in touch! You can drop us a message at letstalk@personnelchecks.co.uk or give us a call on 01254 355688.