10 Tips on the ID checking process for Basic Criminal Records

When applying for a Basic DBS criminal record disclosure through a responsible organisation, such as Security & Vetting Solutions, the applicant’s identity needs to be formally verified. This is required both as part of our fully-managed and online criminal record check solutions. A minimum of 2 documents confirming identity and current address have to be evidenced, however Security & Vetting Solutions will always guide you on the specific combinations of documents as part of both solutions. When you are checking the validity of the documents, you must ensure that you do this in the presence of the holder. This can be a physical presence in person or via a live video link for example Skype and FaceTime. In both cases you must be in physical possession of the original documents. You must not rely on the inspection of the documents via a live video link or by checking a faxed or scanned copy of the document. If there are any discrepancies in the information provided by the applicant and/or the identity documents supplied, and fraud is not suspected, please ask the applicant to clarify before the application is submitted. So, the 10 tips on the ID checking process for Basic DBS checks are:
  1. You must only accept valid, current and original documentation.
  2. You must not accept photocopies.
  3. You must not accept documentation printed from the internet, for example internet bank statement screenshots printed from internet banking.
  4. Identity information for the applicant’s name, date of birth and address must be validated.
  5. You should, in the first instance, seek documents with photographic identity (e.g. passport, new style driving licence, etc.) and compare this against the applicant’s likeness.
  6. All documents must be in the applicant’s current name as recorded on the application form or CV.
  7. You must ensure that the applicant declares all previous name changes, and provides documentary proof to support the change of name. If the applicant is unable to provide proof to support the change of name, you should hold a probing discussion with the applicant about the reasons why, before validating their identity.
  8. You should cross-match the applicant’s address history with any other information you have been given, such as their CV or application form. This can highlight if an address has not been given. For example, if the applicant’s CV shows that they have worked in Liverpool in the last 5 years, but the application form shows only London addresses, you may wish to question the applicant.
  9. A document from each of the groups should be included only once in the document count. As one example, don’t accept two bank statements as two of the required documents, if they are from the same bank.
  10. You should not accept the foreign equivalent of an identity document if that document is listed as ‘(UK)’ on the list of valid identity documents.
With some exception, this guide can also be applicable for the ID checking process for security screening, for example BS7858 or Baseline Personnel Security Screening (BPSS). You can find further guidance by following the link below: https://www.gov.uk/government/publications/basic-check-guidance-and-policies However, our criminal records department is always on hand to assist, so if you have any questions whatsoever, please call us on 01962 706 422 or email criminal-records@security-vetting.co.uk