DBS Update Service vs. New Checks – What’s Best for Your Organisation?
Summary
This blog explains the differences between the DBS Update Service and new DBS checks. It covers how each works, their costs, benefits, and compliance considerations. Employers are guided on risk management, certificate validity, and efficiency, helping them choose the best approach - or combination - for their organisation.
Introduction
When it comes to employee background checks, employers in the UK often ask: should we rely on the DBS Update Service or request new DBS checks every time? Both approaches have advantages, but choosing the right one is crucial for regulatory compliance, safeguarding, and efficient workforce management.
This blog explains the differences between the two, compares cost, efficiency, and risk factors, and helps you decide which option works best for your organisation.
Understanding DBS Checks
Enhanced DBS Check
An Enhanced DBS check is the highest level available. It includes:
- Spent and unspent convictions, cautions, reprimands, and warnings (subject to filtering rules).
- Relevant information from local police records.
- Barred list information (if applicable).
It is mandatory for roles involving regulated activity with children or vulnerable adults.
Standard DBS Check
A Standard DBS check discloses both spent and unspent convictions, cautions, reprimands, and warnings (again, subject to filtering). It applies to trusted roles that do not involve regulated activity, such as legal or certain financial services.
Importance of Criminal Record Checks
Criminal record checks support safe hiring by:
- Protecting vulnerable groups.
- Reducing organisational and reputational risk.
- Meeting statutory and regulatory requirements.
The DBS Update Service Overview
How the Update Service Works
The DBS Update Service is an online subscription that keeps a DBS certificate current. With the applicant’s consent, employers can check online to see whether new information has been added since the original DBS was issued.
Benefits of Using the Update Service
- Cost savings: No need to pay for repeat checks each time an employee changes roles.
- Faster results: Instant confirmation online instead of waiting for DBS processing.
- Continuous assurance: Employers can monitor certificate status in real time.
DBS Certificate Validity
It’s important to note that a DBS certificate is technically only valid on the date it was issued. The Update Service extends this by providing ongoing confirmation of validity. Without it, a “new check” is the only way to confirm an up-to-date status.
New Checks: A Fresh Perspective
What Constitutes a New Check?
A new DBS check is a fresh application processed directly through the DBS. It produces an entirely new certificate and is often required when:
- An applicant is not enrolled in the Update Service.
- The role requires a different level of check (e.g., moving from Standard to Enhanced).
- Regulators require evidence of a newly issued certificate.
Regulatory Compliance Requirements
Certain regulators, such as Ofsted or the Care Quality Commission (CQC), may expect employers to obtain new checks periodically, even if an employee is on the Update Service. This ensures compliance with sector-specific safeguarding policies.
DBS Processing Time for New Checks
Processing times vary:
- Basic: usually 1–2 working days.
- Standard and Enhanced: can take a few days to several weeks, depending on police force response times.
Comparing Update Service and New Checks
Cost Implications
- Update Service: £16 per year (paid by the applicant). Employers benefit from reduced costs over time - with Online DBS if you register over 100 checks as an employer, you get the update service free.
- New Checks: £36.50 for Basic, £41.50 for Standard or £69.50 for Enhanced checks.
Risk Management Strategies
- Update Service: Provides continuous monitoring, helping employers respond quickly to new risks.
- New Checks: Offer a snapshot in time, ensuring complete visibility when first issued, but no updates afterwards.
Flexibility and Efficiency
- Update Service: Ideal for sectors with high staff turnover or where employees move between roles that require checks.
- New Checks: Useful when a different level of check is needed or when regulators demand a new certificate.
Deciding What’s Best for Your Organisation
Assessing the Nature of Your Work
Consider whether your roles involve regulated activity, high-risk populations, or frequent staff changes. High-risk environments may benefit from the Update Service’s real-time reassurance.
Weighing Employee Background Check Options
Employers should balance:
- Cost: Long-term savings with the Update Service vs. one-off costs for new checks.
- Compliance: Regulator expectations for up-to-date certificates.
- Risk: How much assurance is needed in your sector.
Making an Informed Choice
In practice, many organisations adopt a hybrid model:
- Encourage employees to subscribe to the Update Service.
- Request new DBS checks where role changes or regulatory requirements make them necessary.
Conclusion
The choice between the DBS Update Service vs. new checks depends on your organisation’s sector, risk profile, and compliance needs.
- Use the Update Service for cost-efficient, continuous monitoring.
- Request new checks when regulatory frameworks demand fresh certificates or role requirements change.
By aligning your approach with both safeguarding obligations and risk management strategies, you can ensure safe, efficient, and compliant hiring practices. Need help streamlining your DBS process?
