There is no set law about how frequently an employer should renew DBS checks on their staff, whether basic, standard or enhanced DBS checks. Employers will develop their own policies based on other safeguarding measures, and the type of industry they are operating in. Usually, employers will ask for DBS checks to be repeated every 3 to 5 years.
Getting New DBS Checks
The most straightforward way to renew DBS checks is by requesting new ones. When your staff initially provide their DBS certificate, note the date, and use this to calculate when it is due for renewal, based on whatever policies you have in place. As the renewal date approaches, simply request a new check for that worker. This is the simplest process to manage DBS checks for an industry where checks are a few years apart, but does mean that if you have staff starting regularly, you might find that you are requesting renewals every week.
Another option is the DBS Update Service, introduced in 2013. This is a subscription service, and always keeps DBS checks current by regularly reviewing the Police National Computer for any changes to the applicant’s criminal record. If changes occur, a new check is required. This is a better option for people who chop and change their employment regularly, as it is the individual who is a member of the scheme and not an employer. The cost however can be quite high if you are only renewing DBS checks every five years.
Benefits of the DBS Update Service
The main advantage of using DBS Update rather than processing renewals is that it takes away the administration of having to request new DBS checks on a regular basis. In a small business where each member of staff has multiple responsibilities, this can be a massive benefit. DBS Update also means that the information you have about someone’s criminal record is always current. A certificate on the other hand may only be accurate on the day it is printed, as employers have no way of knowing if new convictions or cautions have happened between checks.
Problems with the DBS Update Service
The main limitation of the Update Service is that it doesn’t notify you of changes in the applicant's criminal record. You must manually log in and check each account, which is time-consuming and prone to errors, especially when you are dealing with large numbers of staff. In some cases, when someone is convicted of a particularly violent or serious crime, the Police will inform their employer as part of the trial and conviction process, especially when they know that the person has a DBS check for their job.
Enrolling for DBS Update
If you are interested in joining DBS Update, or have been asked to enrol by an employer, then this is usually done at the same time as running your DBS check. Tick the box to enrol in Update and pay the fee. You can then log into your account whenever you like and provide a share code to allow an employer to check too.
