Understanding Enhanced Disclosure and Barring Service Tracking
Summary
Enhanced DBS tracking is essential for employers hiring individuals to work with vulnerable groups. It enables safe recruitment, improves compliance, and supports ongoing safeguarding by providing real-time updates on DBS check statuses.
In this guide, we’ll explain what enhanced DBS checks involve, how tracking works, and why integrating these tools is critical for HR and safeguarding teams. prise risk reduction. Whether you’re onboarding a care worker, screening a banking client, or opening up remote access to sensitive systems, robust identity checks protect your people, platforms, and reputation.
Introduction
In roles involving children, vulnerable adults, or sensitive environments, safeguarding isn't optional it's a legal and moral responsibility. Enhanced Disclosure and Barring Service (DBS) checks are the gold standard for vetting individuals in high-risk positions. But once the check is submitted, how do you keep track of the process and ensure it stays valid?
Enhanced DBS tracking gives employers a transparent, real-time view of each application’s status. When integrated with DBS Update Service subscriptions, it becomes a powerful compliance and risk-management tool that supports safe and timely recruitment.
What Is the Enhanced Disclosure and Barring Service?
The Enhanced Disclosure and Barring Service (DBS) check is a rigorous background screening tool. It's used to assess whether someone is suitable to work with vulnerable groups, including children and adults at risk.
Compared to basic or standard DBS checks, an enhanced DBS check includes:
- Spent and unspent convictions
- Cautions, reprimands, and warnings
- Relevant information from local police forces
Whether the individual is listed on the Children’s or Adults’ Barred Lists (if applicable)
This level of scrutiny is crucial for safeguarding roles in healthcare, education, social care, and regulated sectors.
Why Enhanced DBS Checks Matter
For Employers
- Risk Management: Prevents hiring individuals who pose a potential threat.
- Legal Compliance: Satisfies safeguarding regulations under the Care Act 2014 and Keeping Children Safe in Education.
- Brand Protection: Minimizes the risk of PR damage or legal issues from negligent hiring.
For Individuals
- Trust & Safety: Ensures a safe working environment for all staff.
- Workplace Integrity: Promotes a culture of accountability and transparency.
Step-by-Step: The Enhanced DBS Check Process
Understanding the process helps HR teams manage applications efficiently:
- Identity Verification – Applicant submits ID documents.
- Application Submission – Sent to the DBS with employer details.
- Police Record Checks – DBS contacts police forces for relevant data.
- Enhanced Review – Additional safeguarding information may be included.
- Certificate Issued – Employer receives a certificate with the results.
This multi-step process ensures each applicant is thoroughly vetted before working in sensitive roles.
How Enhanced DBS Tracking Works
Enhanced DBS tracking allows employers to monitor the progress of an application in real time. Once an applicant submits their form, employers receive updates at each stage.
Key Features:
- Live status tracking
- Automated notifications
- Digital accessibility
- Batch tracking for multiple candidates
Employers can access the tracking portal online, eliminating the guesswork of “Is it done yet?” This visibility helps recruiters manage timelines and prevent onboarding delays.
Benefits of DBS Tracking Services
Incorporating a tracking service into your recruitment strategy offers several operational and safeguarding advantages:
- Faster Hiring
Track application status instantly and reduce downtime between offer and onboarding.
- Improved Compliance
Ensure checks are completed before employment starts—essential for audit readiness and CQC inspections.
- Admin Efficiency
HR teams spend less time chasing updates and more time on value-adding tasks.
- Transparent Recordkeeping
Create a digital audit trail to prove you’ve followed correct vetting procedures.
- Risk Reduction
Receive alerts if an applicant’s status changes, helping prevent unsuitable hires.
The DBS Update Service: Ongoing Safeguarding
The DBS Update Service enables employers to check a current or existing employee’s DBS certificate for changes—without needing to request a new check.
Benefits of Using the DBS Update Service:
- Real-time alerts if criminal records change
- Continuous compliance with safeguarding regulations
- No need for repeat checks—saving time and money
Together, the Update Service and tracking tools provide full-circle oversight for safeguarding roles.
Best Practices for Employers
To fully benefit from enhanced DBS tracking and ensure safe recruitment, follow these key recommendations:
- Create a Robust Safeguarding Policy
Include clear guidance on when and how enhanced DBS checks should be carried out and tracked.
- Use Reputable Background Check Providers
Ensure your provider offers integrated tracking and complies with the Digital Identity and Attributes Trust Framework (DIATF).
- Schedule Regular Checks
Use tracking logs and the Update Service to run annual re-checks or spot checks based on risk level.
- Educate Hiring Managers
Train your teams on recognising red flags, interpreting DBS results, and maintaining GDPR compliance.
Frequently Asked Questions
How long does an enhanced DBS check take?
Typically 2 to 6 weeks, though delays can occur depending on police response times.
Can I track my DBS application?
Yes. Both applicants and employers can use the DBS tracking tool with the application reference number.
Do I still need a new check every three years?
Not if you're subscribed to the DBS Update Service and the role remains at the same level/workforce category.
Conclusion
Enhanced DBS tracking isn’t just an HR tool it’s a frontline safeguarding measure. When paired with the update Service, it creates a live, secure, and compliant system for vetting and monitoring your workforce.
From reducing hiring delays to preventing costly compliance failures, enhanced DBS tracking is a small investment that yields significant long-term benefits for your business, your team, and the vulnerable individuals you serve.
