The DBS Update Service: an employer guide

The Update Service lets an individual keep a Standard or Enhanced certificate up to date, so an entitled employer can run an online status check instead of applying for a new certificate each time.

What it does

An individual can subscribe so their certificate is kept current. With their consent, an entitled employer can then do a free online status check to see whether the certificate is still current or whether a new one is needed — useful when someone moves roles or you re-check periodically.

Standard and Enhanced only

The Update Service covers Standard and Enhanced certificates. It is not currently available for Basic checks. [GOV.UK] If you rely on Basic checks, the Update Service will not help — you would obtain a new Basic check when needed.

What you need to carry out a status check

1. The individual’s consent to the status check.
2. To be legally entitled to the same level of certificate (Standard / Enhanced / with the relevant barred list).
3. To have seen the original certificate (a copy or a video view is not sufficient).
4. To have checked the applicant’s ID per the DBS ID-checking guidelines.
5. A match on type, level and workforce — the certificate must be right for the role.

What a status check result means

A status check returns one of a few set results:

• The certificate did not reveal any information and remains current — nothing new has been identified since it was issued.
• The certificate remains current — it did contain information, but nothing new has been identified since it was issued.
• The certificate is no longer current — new information may now be held, so you should apply for a new DBS check.

A status check tells you whether the certificate is still current — it does not re-disclose the certificate’s content to you, and it is not a substitute for proper recruitment checks.

Subscription, consent and fees

The subscription belongs to the individual and is maintained by them. An employer may pay the annual fee with the applicant’s permission, but this gives no right to access or change the subscription. As of the current guidance the annual fee is £16 and it is free for volunteers — always confirm the current fee on GOV.UK before relying on it. [GOV.UK]

Fit it into your review policy

Many organisations set a policy for when to run status checks and when to obtain fresh certificates. Recording when a status check was done, and setting a reminder for the next review, is exactly the kind of evidence compliance software helps you keep — see DBS record keeping & compliance.