If you require the traditional paper-form based process, rather than the online process, we can help you get set up. We have significant experience of the paper DBS check process, as we were one of the first DBS Registered Bodies and have been handling paper applications for many years.
Although your applicants will receive paper forms, paper-process clients still take advantage of our online management systems to oversee applications.
With our paper process, instead of sending forms to the DBS, you send them to us, and we will digitise the information, before sending the data via e-Bulk. We will also take over responsibility for checking applicant ID documents, which are posted to us. This means you will benefit from the increased turnaround times and data accuracy the online system provides, without IT headaches, or worrying about document validation.
Step 1 – Getting Started
Once you have signed-up with DDC Ltd, we will provide you with a username and password that will enable access to a personalised Client Area. We require at least one primary contact to set up the account, although once the account has been established, we can accommodate multiple administrative users or broad organisational structures.
The Client Area contains lots of useful tools to help manage the process and keep up-to-date with the regulatory and process developments. Full guidance is provided to all admin users in a comprehensive ‘How to’ section. Guidance is also provided at the point of need via on-screen prompts, where appropriate.
To initiate the process a nominated user (Requester) can simply enter the name, address and telephone number of an applicant, and confirm the reason for the check. We will then begin our process by posting the relevant application pack to the applicant with a covering letter introducing ourselves, explaining the next steps and confirming who has requested a check. We also provide contact details to enable the applicant to contact us directly should they have any queries. Also included in the application pack is full process guidance and a return addressed envelope to enable the applicant to return the completed form directly to us.
Step 2 – Liaising with applicant
From the moment the pack is posted we begin an agreed follow-up process, which ensures that the applicant has received the pack and has no problems with completing and returning it to us. This step is an invaluable way of avoiding unnecessary delays and reassuring applicants that their personal documents are being handled in a controlled and secure way. All attempts at contact and feedback from the applicant are recorded on our systems, and can be viewed through the Client Area. We use a series of phone calls, emails and SMS messages to the applicant, depending on the communication channels available. We operate a transparent tracking system so that you can see every attempt made to contact the applicant, and any notes made at the time.
If we are unable to contact the applicant or any of the contact details are incorrect we will ensure that you are made aware of this and can obtain the necessary details to enable us to continue our follow-up process. We can also re-post forms if requested.
Step 3 – Sending Applications to the DBS or SCRO
Once the application pack has been returned to us, we will check the form to ensure that it will be accepted by the SCRO/DBS and that the required documentation has been included with the form. If we require any further information or documents we will contact the applicant to obtain this. If the applicant does not respond to us then we will contact you to warn of a potential delay and request assistance in contacting the applicant.
Identity documents will be returned once the application form has been checked. Information on postage can be found on our postage page.
For Standard and Enhanced DBS applications we will submit the application using our customised and secure eBulk system. The DBS will issue a receipt to confirm acceptance of the application and that the check is in progress.For Basic applications we will submit the application using our customised and secure web service to either the DBS or Disclosure Scotland. For PVG applications we will post the completed forms to the SCRO by Royal Mail Recorded Delivery, and record the date posted.
Step 4 – Returning Disclosure Results:
Once the application has been submitted to the SCRO/DBS, we begin tracking it to ensure that it is returned within the stated SCRO/DBS Service Level Agreements. All attempts to track the application are recorded on the system and can be viewed by the Client, through the management interface. We are unable to escalate applications until the SLA time limit for application processing has been exceeded. Our internal systems notify us immediately when we can Escalate an individual application.
Using the DBS e-Bulk system and web services, we are notified electronically once a Disclosure has been issued and is being printed. If there is no content on the Certificate, we receive a ‘Disclosure number’ and issue date that is automatically uploaded to your Client Area. You can request an automatic email notification when this happens. For a Disclosure with content, we receive notification that the Disclosure is being printed and sent to the the applicant. We will then begin an agreed process to ensure that the named ‘Recipient’ for Criminal Record content is made aware the Disclosure has been issued and which applicant has content. For Basic Disclosures all Certificates are sent to the DDC offices and content is provided over the telephone to an authorised user.
The DBS may occasionally need to carry out a Fingerprints process to establish the identity of an applicant, to differentiate them from someone with similar details, that may have information to be Disclosed. In this instance DDC Ltd will follow-up with the applicant to confirm that they have received contact from the DBS and are in the process of making the required appointment.