DBS Disclosure results in 121 minutes

July 22nd, 2014 by Jonathan Bazely

Clock flying across the screen

Aim for quick Disclosure return:

At Due Diligence Checking our aim is to provide our Clients with a first class service that makes applying for Disclosures as easy as possible. Twinned with this aim is a determination to ensure that results of a criminal record checks are returned as fast as possible. We are happy to announce that turnaround times at the DBS have been improving and we are happy to present some examples of recent applications. As always we will continue to work hard for all our Clients and ensure that  results are always returned as fast as possible.

DBS Results returned returned in 121 minutes:

In the recent past, 2 hours and 1 minute is our fastest turnaround for an application submitted to the Disclosure and Barring Service. On the 25/04/2014 an application for an Enhanced level check was submitted to the DBS at 17:30, and the confirmation of acceptance receipt received. The DBS then processed the application and returned the results of the check at 19:31 the same day.  The results were then emailed to the requesting organisation awaiting their arrival the next morning.

Full start to finish application processing in 225 minutes:

An application on the 16/06/2014:

15:56 – Requested by the Client online

16:03 – DBS compliant ID documents were entered and verified

16:05 – a DDC Countersignatory checked the form

16:31 – The Enhanced level application was submitted to the Disclosure and Barring Service, via our eBulk connection

19:41 –  Results of the application were returned from the DBS the same day

19:41 – DDC instantly emailed the employer the outcome of the check

We are pleased to announce that the DBS are improving the speed with which they return results. Unfortunately we have no way of predicting when or if this will happen with any particular application.

Factors affecting an application

Years of experience has enabled us to highlight factors that effect the speed that the DBS process an application. Due Diligence Checking Limited was formed when the CRB (as it was known at the time) first went into operation in 2002 and we were one of the first Umbrella Bodies to go online when eBulk applications were made available in 2010. Important factors include:

1. Address History – The DBS will run checks based upon the 5 year address history of the applicant, sending requests for information to each of those Local Police Forces (LPF) where the applicant has lived. If the applicant has moved between Police Force Areas then there will be more LPFs to send the information to. Each of these LPFs can also choose to send the application to another Force if they believe they may hold further information.

2. Recent checks undertaken – Records of previous searches are kept by the Disclosure and Barring Service. If the applicant has recently completed a check their information is more likely to be available, with any updates to their record flagged on the appropriate systems. This means those that have recently been checked are more likely to have applications returned quickly.

3. Current DBS / Local Police Force Demand – The DBS often run ‘demand forecasts’ with larger Umbrella Bodies so they can advise the Local Police Forces of any anticipated increase or decrease in requests to be made. This in turn allows the LPFs to ensure they have enough staff resource to conduct their checks and return results. On occasion, backlogs can occur within the LPFs which increase the time taken for the results to be returned. This is by far the largest cause of delays with DBS applications.

4. Accurate forms – If the DBS or the LPF believe that the form has not been completed correctly or they have a query (such as role eligibility for a check) they will pass this back to either the Registered Body or the DBS.  To minimise these delays, Umbrella Bodies should carefully review the application forms before submitting. Where a query is raised, the Umbrella Body should have fully trained Countersignatories in place to respond quickly and accurately.

Accurately completed applications, reviewed and submitted regularly

The DBS do not give any preference to any Umbrella Body over another, whether they are submitting 100 or 100,000 applications. Applications are processed in chronological order, from the time they are received. The aim of every Umbrella Body should be to ensure that the DBS receive an accurately completed application form, that contains all the information the DBS (and Local Police Forces) need to run their checks. DDC currently submit batches of applications to the DBS every hour to ensure they can begin their checks as soon as possible.

To date we have processed thousands of applications via eBulk and have a great deal of experience in the online submission of information to the DBS.

To ensure we are providing the best possible service to our Clients we are always reviewing the processes that we undertake. At all times our systems remain compliant with the DBS regulations and we strive to make the process as smooth as possible for those completing the form, checking documents or managing applicants.

DBS Umbrella Bodies should ensure that each application is completed within the strict DBS guidelines relating to document checks and identifying the applicant correctly. This is perhaps the most important part of the application process and should also be recorded to provide an audit trail.  If an application is submitted with incorrect details, the DBS will process the application and produce a Certificate which is inaccurate.

If no record is found for the applicant (because the details have not been verified correctly) the DBS will produce a clear Certificate that the employer then makes an employment decision based upon. DDC avoid these mistakes so organisations we work with are not at risk.

 

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