The Disclosure and Barring Service (DBS) Update Service can be seen as a cost-effective and efficient solution for both applicants and employers navigating background checks. Designed to simplify the renewal process for standard and enhanced DBS certificates. The service offers an alternative to repeated applications, saving time, resources, and potentially cost.
Caution must be taken when accepting an existing certificate to allow an individual to work or volunteer. There are a number of steps that must be taken to ensure a compliant process is followed, but more importantly, the certificate is accurate and can be used for it’s intended purpose.
Keeping Certificates Up to Date
At its core, the DBS Update Service allows individuals to use a simple annual subscription so potential recruiters can check if their DBS certificate is still up to date. For just £16 per year, or free for volunteers, individuals can register their certificate and ensure it remains current. Avoiding the need to apply for a full new check every time they change roles, or in some cases a new job.
The service is available to those applying for or already holding a standard or enhanced DBS certificate. However, timing is critical, applicants must register within 30 days of their certificate being issued.
A Boost for Employers
For employers, the service provides a valuable tool to quickly validate an individual’s DBS certificate status. With the applicant’s consent, organisations can perform an online check to confirm whether a certificate is still valid or if new information has been added.
This reduces recruitment delays and supports safer hiring decisions particularly in sectors where safeguarding is essential and time is limited, such as healthcare, education, and social care.
Ensuring Proper Checks
Despite its convenience, employers are advised to follow strict verification procedures before relying on an existing DBS certificate. This includes:
- Confirming the certificate belongs to the applicant through identity checks
- Inspecting the original document for authenticity and data matching
- Ensuring the certificate level and workforce category match the role being carried out
- Verifying that the applicant has given consent for an online status check
- Running the certificate through a status check via the DBS Update Service portal
Organisations must also carry out risk assessments and ensure compliance with legal frameworks such as the Rehabilitation of Offenders Act and data protection laws.
Please note that some organisations do not accept certificates on the update service, and either require to see the original, or request a new certificate to be issued.
Flexible and Renewable
Subscriptions last one year and can be renewed manually up to 30 days before expiry. If a subscription lapses, the individual must apply for a new DBS check and rejoin the service, highlighting the importance of staying on top of renewal dates.
Clear, Instant Results
When an employer performs a status check, one of four outcomes is returned:
- The certificate is clear and remains unchanged
- The certificate contains information but no new updates
- The certificate is no longer current (new information added)
- Details do not match the system
This clarity allows employers to make informed decisions quickly while maintaining compliance. The final status may also mean the certificate is not subscribed to the Update Service. So cannot be used because it is not known if it is still current and up to date.
Regular Updates and Transparency
The DBS Update Service is backed by regular updates from the Police National Computer every seven days, ensuring records remain as accurate as possible. Additional police information is refreshed every 9 months. Applicants remain in control and they can cancel their subscription or remove their certificate from the service at any time.
A Practical Solution for Modern Hiring
While not mandatory for employers to accept DBS certificates via the Update Service, many organisations are recognising its benefits. The service offers a streamlined, secure approach to managing background checks in today’s fast-paced hiring environment.
As recruitment demands grow and safeguarding remains a top priority, the DBS Update Service stands out as a practical tool that benefits both applicants and employers alike.
