Ensuring compliance with DBS checks is one of the most common pain points for HR teams and hiring managers. Manual processes are often slow, confusing, and prone to error. Be it forgetting to collect someone’s maiden name, submitting the wrong level of check, or dealing with withdrawn applications that force the whole process to start again.
On top of that, organisations are under pressure to protect sensitive data and meet strict regulatory requirements. The result? Onboarding delays, frustrated candidates, and unnecessary admin for you and your colleagues.
This is where a digital-first approach changes the game – provided you choose the right one, and it’s done properly. Using a certified Identity Service Provider (IDSP) ensures that information is collected securely, details are validated upfront, and errors like missing previous names are caught early.
But not all providers are equal. A lot of IDSPs can only verify identity as part of a DBS check, and can’t submit the DBS check for you. Amiqus is both a certified IDSP and a registered DBS umbrella body. We connect directly to DBS to offer you fully digital, end-to-end DBS and right to work checks. That means candidates can complete their ID verification and DBS applications in the same place. This reduces friction, avoids delays, and makes the whole process easier for everyone involved.
By following these three steps, you’ll set up a process that’s secure, efficient, and built to last.
Step 1: Gather evidence securely and accurately
The first step is to ensure you collect and store candidate information and identity documents accurately and securely. That’s not just for data protection and auditing purposes. Mistakes at this stage are a leading cause of delays or withdrawn checks.
Essential areas to check:
Full legal name and previous names: You must collect the candidate’s full legal name exactly as it appears on official documents. It’s not unusual for candidates to not realise they needed to provide their middle name, or accidentally give their nickname rather than their given name. You need to also collect any previous names, such as maiden names. Failing to do so is a common reason for checks to fail or require withdrawal, meaning you’ll need to spend the time sending them a new request.
Previous address history: For an identity check, your candidate will need to provide 12 months of address history. However, for a DBS check, they’ll need five years’ worth. Incomplete or inaccurate history will also cause delays, so it’s important to have tools in place to identify such instances. Amiqus allows candidates to start typing their address and choose matches from a drop-down list, reducing the chances of typos. Our system will also automatically detect how much history they’ve provided, and whether there are any gaps, meaning only complete applications can progress.
Documents for verification: Only certain documents can be used for verification, and some documents require alternative routes under the Digital Identity and Attributes Trust Framework (DIATF). From November 2025, DBS checks are moving to a digital-first approach. This means you must verify identity digitally except in limited circumstances. Doing so via an IDSP-certified platform means candidates will only be allowed to progress once they provide the correct documentation. Data will be safely secured in an audit-ready system, free from the risks of damage or loss that paper-based documents are susceptible to.
The role against the level of check: Not all roles require the same DBS level. Aligning the level of check to the role ensures compliance and prevents unnecessary delays. A mismatch can lead to rejected applications or additional verification requests. Amiqus includes built-in controls to flag inconsistencies, helping you place the correct check the first time.
Step 2: Submit checks through a certified IDSP
Once you’ve gathered the right information, the next step is submitting the DBS check. This is where many organisations hit a roadblock. Unless you’re a DBS-registered body, you can’t submit checks directly to DBS. Most employers don’t qualify, or simply don’t want to take on the ongoing compliance and audit burden that comes with becoming one.
Instead, they need to go through an IDSP. The challenge is that most IDSPs can only verify identity documents. They aren’t registered bodies, so they have to pass the case on to another provider to actually submit the check. That adds extra steps, more admin, and more risk of delays.
With Amiqus, you get both. We’re a certified IDSP and a DBS-registered body, which means you can verify identity and submit checks in one secure platform. No handoffs, no juggling multiple providers, and no unnecessary delays for your candidates.
The government now requires organisations to use IDSPs for digital DBS checks. Certified providers follow recognised security protocols, maintain audit-ready systems, and adhere to the latest DBS guidance. Submitting through a certified provider removes the risk of non-compliance and ensures checks are recognised officially.
The benefits of a top-tier IDSP
Speed up your time-to-hire with digital-first processing: Submitting checks digitally speeds up verification, reduces manual errors, and allows real-time tracking of each request. Candidates can upload their identity documents, and the system automatically validates formats, flags missing information, and helps maintain consistent quality across checks.
Reduce delays with built-in safeguards: Certified digital platforms – such as Amiqus – often include automatic prompts and validations to prevent common issues, such as missing previous names or incorrect document uploads. These safeguards reduce withdrawn checks and minimise back-and-forth between HR teams and candidates.
Streamline compliance with role levels: Digital platforms can also help ensure that the level of DBS check aligns with the candidate’s role, preventing unnecessary rework. Automated workflows flag discrepancies early, so you’ll submit the correct type of check first time to save both time and effort.
Step 3: Review, audit, and maintain records
The final step is to review the results, maintain records, and ensure compliance with retention requirements.
Review outcomes: Check the returned DBS reports carefully. Ensure that the information matches the candidate’s documentation, including previous names and addresses. Digital systems often highlight inconsistencies automatically, making it easier to spot issues before they cause problems.
Maintain secure records: DBS guidance requires you to keep records for a set retention period, which is currently two years. Amiqus automatically stores all of your records for you in one centralised, secure platform for as long as you need them – without the worries of storing and protecting paper-based records.
Automate audit trails: Amiqus provides a clear, audible trail of every step taken in your entire onboarding journey, not just your DBS check. Everything you need to be audit-ready is accessible instantly in one place.
Why a digital-first approach matters
Across all three steps, a digital-first approach underpins efficiency, security, and compliance. By prioritising digital verification, you will:
- Reduce human error and manual delays through paper-based processes.
- Remove common pitfalls such as incomplete address history or missing names.
- Keep sensitive candidate data secure.
- Maintain a clear audit trail for regulatory purposes.
- Improve candidate communication and clarity on actions for a better user experience.
Embracing digital-first processes reduces delays, protects sensitive information, and ensures that checks are handled correctly the first time. Integrating built-in safeguards to flag missing names, previous addresses, or incorrect check levels helps prevent withdrawn applications and keeps onboarding on track. All of these combine to create a system that provides a more positive experience for both you and your candidates.
Whether you’re hiring for roles that require basic DBS clearance or more sensitive positions needing full BPSS screening, following these steps ensures that your HR processes are robust, compliant, and fully auditable, giving your team confidence in every hire.
For more support with your DBS or whole staff screening requirements, get in touch with us today.
