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What are DBS Checks?

OnlineDBS is an easy-to-use and efficient DBS application process. The aim of the system is to save you as an organisation both time and money, whilst ensuring peace of mind that your recruitment procedures are robust with respect to criminal record checking procedures.

We recognise the importance of ensuring that your staff are fully compliant to work within your organisations sector and we never compromise on security or quality.

The process for a DBS application with us is as follows


Step 1

Complete an application form, either online or remotely with a member of staff. Once completed, this will then submit a request to your organisations registered contacts to verify the applicant’s identity by sighting the applicants ID documents and inputting these in the ID Section on the online portal. You will then need to select the DBS type and input the job role information for eligibility. Once this is complete you can submit the application to our team.

(We recommend a central point of contact for ID verification)


Step 2

Once the application has been submitted to our team, we will verify all information on the form and send it directly to the Disclosure and Barring Service via our secure network. The system has been robustly tested and complies with all legal security requirements set by the Ministry of Justice. The DBS will receive the application in a matter of minutes and will start their checks against the police national computer, and any relevant barred lists, checks are dependent on the level of DBS requested. Once the DBS has received the application for processing you will receive a confirmation email with the application reference number and tracking information.


Step 3

Your organisation will instantly be notified via email when the result is available to view online. In over 75% of cases, this is within seven days. By simply logging into the system again, you will be able to view the applicant’s certificate; provided it is clear (i.e. does not contain any information*).

If the certificate does contain information, such as any cautions or convictions, you will need to view the applicants’ original certificate which is posted to their home address. The applicant will need to bring you the original to view for you to make your recruitment decision.

* Information may include the following:

Police National Computer (PNC) – Standard and Enhanced DBS applications

A record is held on the PNC of anyone who has been arrested, convicted, cautioned, reprimanded or warned in respect of a recordable offence, this includes all offences punishable by imprisonment at least one year plus a number of other minor offences including begging or drunkenness in a public place. Around 10 million records are held on the PNC. Information about anyone’s convictions, cautions, reprimands or warnings on the PNC are stored for 100 years from their date of birth.

Police National Database (PND) – Enhanced DBS Check only

The PND, introduced in 2010, is a nation-wide database that includes all of the information on the PNC plus all of the information held by local police forces. This includes ‘soft’ information such as allegations made against a person that does not result in arrest, and concerns passed on to the police from other bodies (such as schools or social services).

Barred List Information

If the applicant is on any barred list for working with children or vulnerable adults this will be shown on the applicants disclosure. It is an offence for anyone barred from working with a vulnerable group to apply for any position where the role will involve contact with that group.

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