DBS Checks Explained

A DBS (Disclosure and Barring Service) check shows a person’s criminal record. Employers use it to confirm that someone is suitable for certain roles, especially those involving children or vulnerable adults. The type of check determines the level of detail. It can range from basic unspent convictions to a full record, including relevant information from local police.

Understanding what a DBS check is and its importance helps employers make safer hiring decisions. At Professional Saver, we know how vital proper screening is across all sectors. As experts in insurance for professionals, we regularly advise clients on managing risk. This includes guidance on employment checks and legal responsibilities. While we don’t provide DBS checks directly, we help organisations understand their safeguarding obligations and stay compliant.

The Evolution from CRB to DBS

The DBS was formed in 2012 by merging the Criminal Records Bureau (CRB) and the Independent Safeguarding Authority (ISA). Before this change, criminal record checks were known as CRB checks, which is why some still use this terminology. The DBS is now the single body responsible for processing criminal record checks. It also maintains the barred lists of individuals deemed unsuitable to work with vulnerable groups.

What Types of DBS Checks Are Available?

There are four types of DBS checks. Each one provides different details about an individual’s criminal history. The level of check needed depends on the role and responsibilities:

1. Basic DBS Check

This is the simplest check. Anyone older than 16 years can apply. A basic DBS check shows only unspent convictions and conditional cautions under the Rehabilitation of Offenders Act 1974. It’s often used for roles that don’t involve vulnerable groups but still require trust.

2. Standard DBS Check

A standard check shows spent and unspent convictions, cautions, reprimands, and final warnings from central police records. It does not include information from local police or the barred lists. This check is common for security personnel and some legal or financial roles.

3. Enhanced DBS Check

An enhanced check includes everything from a standard check, plus extra information from local police forces that’s relevant to the role. This level is needed for those working closely with children or vulnerable adults. For example, teachers or healthcare workers.

4. Enhanced DBS Check with Barred List

This is the most thorough check. It includes everything in the enhanced check, plus a check against the DBS barred lists. These lists show individuals barred from working with children or vulnerable adults. This level is required for roles in regulated activities with vulnerable groups.

What Information Appears on Different DBS Checks?

To provide a clearer picture of what each check reveals, here’s a comparative breakdown:

Table based on information from gov.uk

Note: Certain spent convictions may not appear on standard and enhanced checks. This depends on the filtering rules introduced in 2013 and updated in 2020.

Who Can Request the Different Types of DBS Checks?

The accessibility of each check level varies:

• Basic checks can be requested by individuals (older than 16) or organisations for any purpose.
• Standard checks must be requested by registered employers for eligible positions.
• Enhanced checks are limited to specific roles, primarily those working with vulnerable groups.
• Enhanced with barred list checks are only available for those in regulated activity with children or vulnerable adults.

Why Are DBS Checks So Important?

DBS checks serve multiple critical functions in the UK employment landscape:

Safeguarding Vulnerable People

The main goal of DBS checks is to protect children and vulnerable adults. Organisations can reduce the risk of harm to these groups by reviewing criminal histories.

Legal Compliance for Employers

In many cases, conducting the right level of DBS check is a legal requirement, not just good practice. Failing to do so can lead to fines, legal action, and damage to reputation. Legal expenses insurance can help cover the cost of defending against claims or regulatory issues.

Making Informed Recruitment Decisions

DBS checks give employers important information for responsible hiring. A criminal record doesn’t automatically disqualify someone, but it helps organisations assess risk and implement safeguards.

The DBS Check Application Process

The application process for DBS checks follows several key steps:

1. The applicant completes the DBS application form (or online equivalent).
2. The employer verifies the applicant’s identity documents.
3. The employer submits the verified application to the DBS.
4. The DBS searches police records and, where appropriate, the barred lists.
5. The DBS certificate is issued directly to the applicant.
6. The applicant shares the certificate with their employer (this is voluntary but may be necessary for employment).

Processing times vary depending on the level of check and current demand. Standard and enhanced checks typically take 2-8 weeks to complete. Basic checks often process more quickly, sometimes within 14 days.

How Long Does a DBS Check Last?

DBS certificates don’t have an official expiry date. However, they only show the information available when they were issued. Many organisations require rechecks every 2-3 years, especially for roles with vulnerable groups.

Alternatively, applicants can use the DBS Update Service. This allows employers to check for any new information on the record since the certificate was issued, so full rechecks aren’t necessary.

Are There Any Limitations to DBS Checks?

While DBS checks are a valuable safeguarding tool, they do have limitations:

• They only reveal criminal records from the UK.
• They represent a snapshot in time rather than continuous monitoring.
• They don’t guarantee future behaviour.
• They must be used as part of a broader safeguarding approach, which may include public liability insurance to protect against third-party injury or property damage claims.

For comprehensive protection, organisations should combine DBS checks with reference checking, interview processes, and ongoing supervision.

Understanding DBS Check Levels and Their Uses

DBS checks are a key part of safeguarding across the UK. Understanding the different levels of checks, their limits, and how to use them properly is vital for organisations focused on protecting vulnerable groups and staying legally compliant. For those in advisory or care-based roles, professional indemnity insurance may also be necessary to cover claims related to professional advice or negligence.

At Professional Saver, we advise businesses to consult HR professionals or legal advisors for guidance on DBS requirements, especially for roles needing enhanced checks. While insurance doesn’t replace proper vetting, our coverage options can help protect your business from other operational risks. Get your quote today.

Dean Laming

Dean Laming is a Chartered Insurance Broker with more than 25 years insurance experience. Through various underwriting, operational and management roles, Dean has built up extensive knowledge of how to run a business and is now Managing Director of Professional Saver, part of the wider Henry Seymour Group.

All articles by Dean Laming