The way organisations check the identity of employees and applicants has changed. The updated DBS ID checking guidelines bring new clarity and flexibility while maintaining the integrity of the process. If you carry out DBS checks, this is essential reading. Understanding the updates ensures you stay compliant, avoid errors, and can confidently manage new hires or contractors.
Key Changes in the New DBS ID Checking Guidelines
The new guidance, effective from April 22, 2025, introduces several important updates that affect identity verification for Standard and Enhanced DBS checks. The main changes include:
| Area | Update | Importance |
| Single verification route | All applicants now follow a three-route process, regardless of nationality | Simplifies onboarding and reduces mistakes |
| Expanded acceptable documents | Added e‑Visa, Biometric Residence Permit, Application Registration Card in Group 1; HMRC letters and EHIC/GHIC cards in Group 2b | Makes it easier for applicants without traditional documents |
| Current address requirement removed | Not mandatory in some Route 1 cases | Helps applicants who have moved recently |
| Digital and remote checks clarified | Video checks and digital verification are now explicitly included | Allows safe and compliant remote identity verification |
| Extended record-keeping | Organisations must retain ID check records for at least two years | Ensures audit readiness and compliance |
These updates aim to simplify the process while still protecting against fraud and misuse of identity documents.
Understanding the Three Routes for DBS ID Checking
The new guidance introduces three main routes for checking identity. Each route allows different document combinations and verification methods.
Route 1: Recommended Option
- Applicant provides one document from Group 1 and two additional documents from Group 1, 2a, or 2b.
- Documents must clearly show the applicant’s name and date of birth.
- Original documents are checked, and details are recorded.
- Full address history and any previous names must be included.
Route 2: Alternative Option
- Used when Route 1 is not possible.
- Requires one document from Group 2a plus two additional documents from Group 2a or 2b.
- External identity verification services must be used.
- Record why Route 1 could not be applied.
Route 3: Last Resort
- For applicants without the documents needed for Routes 1 or 2.
- Physical ID checks should still happen before employment begins unless an exceptional remote verification is approved.
- Detailed records must be kept of the process.
Remote and Digital Checks
- Physical in-person checks remain the default.
- Video checks and approved digital verification methods are now formally accepted.
- Organisations must maintain a full audit trail of any remote verification performed.
Practical Steps for Employers and Registered Bodies
The updated DBS ID Checking Guidelines affect everyday processes. Employers and organisations carrying out DBS checks should:
- Review and update identity verification policies to align with new guidance.
- Update training for staff performing ID checks, including document lists and record-keeping requirements.
- Establish clear procedures for remote and digital checks.
- Ensure ID check records are securely retained for at least two years.
- Align DBS checks with other screening standards, such as the BPSS check, if applicable.
- Communicate updates to any staffing partners or third-party providers to maintain consistency.
Quick Checklist
- Verify you are using the correct document lists (Group 1, 2a, 2b).
- Ensure your process prioritises Route 1 first, then Route 2, and Route 3 as a last resort.
- Update policies to reflect the removal of the “current address” requirement in some cases.
- Implement procedures for remote and digital checks with full audit trails.
- Retain ID check records for a minimum of two years.
Why These Changes Matter
The updated guidelines matter because they reshape how organisations approach identity verification in a way that is both more flexible and more robust. Many employers have struggled with the practical realities of checking documents for non-UK nationals, remote workers, or individuals who may not have traditional forms of identification. The new framework gives employers clearer options and more realistic procedures, which helps reduce delays and makes the process more inclusive. At the same time, the guidance underlines that flexibility must be paired with stronger record keeping, consistent procedures, and clear internal controls.
By following the updated requirements, organisations can significantly reduce the risk of identity fraud, document misuse, or incorrect submissions during DBS applications. These issues can cause serious operational setbacks and may even affect the validity of a DBS check. The guidance aims to create a more secure and predictable process so that checks remain compliant, reliable, and trusted by employers and regulators.
Integrating the DBS updates into your wider compliance strategy is also essential. Identity verification does not stand alone. It connects directly with safer recruitment, ongoing employee monitoring, right to work obligations, safeguarding responsibilities, and overall governance. Treating the new guidance as part of your broader screening approach helps close gaps and strengthens organisational integrity. It ensures your internal policies, digital systems, and staff training all align with current expectations. Ultimately, adopting these changes improves efficiency, reduces operational risk, and reinforces confidence in your workforce vetting procedures.
Conclusion
The new DBS ID Checking Guidelines simplify identity verification while keeping fraud prevention strong. Organisations that update processes now will be in a better position to onboard safely and efficiently. Remote and digital checks are now clearer, record-keeping requirements have been strengthened, and document options are more flexible. Acting early helps ensure compliance and reduces potential delays in recruitment.
If your organisation also carries out a BS7858 check, working with a specialist background check provider such as BPSS Check can ensure your procedures meet all current standards and integrate smoothly with the updated DBS identity verification process.
Ensure your identity verification and screening processes are up to date. Contact us today for expert guidance on DBS, BPSS, and BS7858 check compliance. Our team can review your current procedures and help you implement the new guidelines efficiently!
