Checking Documents
Our preference is that original proof of ID & proof of address documents are checked by us and returned to the applicant by 1st class recorded delivery post within 48 hours (usually the same day).
Where applicants are reluctant to send key documents such as a passport through the post, we work with them and invariably they are happy to supply 5 less sensitive douments that fulfil the CRB requirements.
Where sending original documents to us is not practical e.g. the applicant is currently overseas, we will train client staff to check the original documents locally and provide on-line web-pages to support them doing so. (Where original documents are checked by client staff we ask that a signed photocopy of the relevant pages be sent to us so we can check that the required data has been entered on the application form correctly)
We are also registered with Veri-fy who offer a service whereby documents are checked at any local Post Office for £5.00 (paid directly to the Post Office by the applicant or invoiced by us to the client). Whilst this service is excellent in concept, having tested the process with our own staff we have concluded that Post Office staff are not yet proficient at checking such documents (their passport service only checks that the correct documents are sent to the Passport Office, who actually check them). Also we are still required to counter-sign the CRB application form declaring that the correct documents have been checked. Without our seeing the documents, or at least copies of them, we are not able to detect and correct any errors made at the Post Office (who get their payment in any case) and therefore we cannot in all honesty make that declaration. Consequently we will only use the Veri-fy process where no alternative can be found and will ask to see copies of the documents presented.
Processing Applications
This is a core competency for DDC and we have a very well established process that results in more than 99.5% of applications being accepted by the CRB or SCRO on first submission.
Our process is fully computersied with each stage date & timestamped when completed. Whilst on the surface the task of processing applications seems relatively simple, each completed application form received will actually pass through 7 different stages (excluding follow-up reminder calls) before being sent to the CRB or SCRO
Any errors or omissions on the application form are dealt with directly with the applicant, as are any document issues. Where corrections cannot be made immediately we receive the application, we will store the form and documents received (with the applicants consent) separately and securely until the application is "good" for submission. Applications in the "Remedial Process" are logged on the computer system and checked daily to see if any action is due. Clients are notified if an application remains in the Remedial Process for more than 10 weeks (sooner if requested).
Completed forms are checked twice - once by the agent who completed the processing and again by the countersignatory.
All applictions are sent to the CRB or SCRO by Royal Mail Special Delivery to ensure that we have an audit trail for them.
Although the practice is no longer endorsed by the CRB, where clients are willing to accept existing Disclosures that are at the correct level with the relevant lists having been checked, we will verify these with the original Registered body (subject to them being willing to do so) provided they are clear in all sections checked and less than 30 days old when we receive them.