The Disclosure and Barring Service (DBS) recently updated its guidance on ID verification for Basic DBS checks, signalling a clear push towards a digital-first approach to identity checking. For organisations carrying out DBS checks, this shift is more than just a tickbox exercise. It’s a prime opportunity to speed up onboarding, reduce admin, and strengthen compliance.
But for many businesses, a change in process can bring uncertainty. What do the DBS changes mean for your current identity verification processes? How do you make sure you’re meeting the requirements without taking on more admin, or slowing your onboarding process down?
This is where Amiqus steps in. We’re fully audited and approved as an Identity Service Provider (IDSP) across all three DBS levels, so our clients are already set up to not only meet, but exceed these new expectations. In short, if you’re using Amiqus, you don’t need to worry about staying compliant, as the platform does it all for you.
What’s changed in the updated DBS guidance?
Digital identity verification is now the preferred route
DBS is encouraging a “digital-first” approach to identity checks, meaning organisations should use certified digital identity service providers – like Amiqus – wherever possible. This improves security and reduces the risk of identity theft or fraud, as well as speeds up the process and provides a quicker, easier experience for both candidates and employers. While digital checks aren’t mandatory, they’re now clearly positioned as best practice.
Manual ID checking remains allowed, but with stricter rules
DBS recognises that not every candidate can easily complete a digital ID verification, so manual checks are still permitted. However, the guidance now makes their preferred order of manual checks much clearer. (More on this below). Crucially, you now also need to record why a fallback option is used, ensuring there’s an audit trail that explains any deviation from the preferred method.
UK and non-UK residents can now be processed in the same way
Previously, organisations often had to navigate slightly different routes depending on whether a candidate was a UK or non-UK resident. The new guidance simplifies this by creating a single, consistent process for Basic DBS checks. This removes unnecessary complexity and holds all applicants to the same standard, regardless of nationality or location.
You must hold ID records for a minimum of two years
Whether you complete checks digitally or manually, you must securely store the supporting evidence for at least two years. This ensures there’s a reliable reference point for audits, disputes, or compliance investigations. Organisations must balance this requirement with data protection rules, so keeping records safe, confidential, and securely deleted after the retention period will be crucial.
Audit trail requirements are stronger
Finally, the guidance makes it clear that every identity check needs a proper audit trail. By tightening these requirements, DBS aims to reduce the risk of fraud, improve accountability, and give organisations greater confidence in their screening processes.
Why digital-first DBS checks are a win for compliance
DBS’ push towards a digital-first check process isn’t just about keeping up with technology trends, but also making checks faster, safer, and more consistent.
For example, a traditional manual check might mean arranging an in-person meeting, verifying physical documents, and then trying to store paper-based information. The admin involved is time-consuming, and scheduling meetings with candidates slows down your time-to-hire periods, as well as result in a poorer candidate experience.
By comparison, a digital-first DBS process allows you to:
- Verify identity in minutes rather than days.
- Remove the need for postage, printing, or physical storage.
- Reduce the risk of document fraud or loss.
- Access the best candidates by not having to limit yourself to local hires.
It’s no surprise that DBS is encouraging this approach. It makes life easier for organisations and candidates alike, especially those hiring at scale or across multiple locations.
Manual ID checking: still an option (with changes)
Manual checking might be the less-preferred option, but it’s still just that – an option. DBS now sets out three clear options for manual ID verification, which you must follow in order:
Option 1: You perform the ID check in person, allowing you to view your candidate’s physical documents.
Option 2: You can conduct the ID check via video link, but you must be in possession of the data subject’s physical documents. You must not proceed without the physical documents.
If you follow option two, you must keep a record of why option one was impossible. Please note that it is not acceptable to default to the use of options two or three.
Option 3: You can conduct the ID check via video link, without being in possession of the data subject’s physical documents. You need to detail the documents viewed on the video link ID check. However, you must view the physical documents on the first day of employment. Then, you need to detail the documents viewed in person and cross-reference with the details from the video link ID check. If there are any discrepancies, the DBS check may be invalid.
If you follow option three, you must keep a record of why options one and two were impossible. It’s not acceptable to default to the use of options two or three.
If you use Amiqus, your request has these fallback routes built-in. The platform prompts you to record the reason for using a non-digital route, and securely stores that record for audit purposes. No spreadsheets, and no extra filing – just a complete, compliant process.
When did the changes take effect?
The updated DBS identity-checking guidance came into effect on 22nd April 2025. However, organisations have a transition period to adjust their processes. The new requirements will become mandatory from 1st November 2025.
This means you can continue to follow the previous guidance until November, but it’s a good idea to make the switch now to give yourself enough time to change any processes, and make sure you know exactly what you need to do.
How Amiqus keeps you compliant without the complexity
Amiqus has been a day-one supporter of a digital-first DBS approach – and a fully digital onboarding process in general. You don’t need to worry whether you’re staying compliant with every detail of the guidance, or create processes from scratch, as our platform stays fully up to date with any new guidance released.
With Amiqus, you can:
- Stay fully compliant across all three DBS levels.
- Manage both digital and manual checks within the platform, so you’re covered whichever route you need.
- Store all required records automatically and securely for at least two years, meeting DBS audit requirements.
- Verify photo ID and transfer documents seamlessly in-platform, removing the need for lengthy email chains and going back and forth with candidates.
- Streamline candidate onboarding to shorten your time-to-hire periods, and provide a better onboarding experience.
Keeping up to date with regulatory changes can feel overwhelming, but it doesn’t have to add extra complexity. By choosing an IDSP-certified onboarding provider, you’ll handle the DBS requirements in a simple, digital process that protects your organisation, keeps you compliant, and delivers a smoother experience for every candidate.
To see how Amiqus can support you with these changes, contact us today via [email protected] (or [email protected] if you’re an existing Amiqus client) to book your free, no-obligation demo.
