The Do’s & Don’ts When Verifying ID Documents
If you’re a nominated ‘ID Verifier’ for your organisation, you play a pivotal part in the DBS check application process. Your responsibility is to establish the true identity of the applicant through the examination of a range of documents, in line with the DBS’s guidelines.
The ID verification process must be done accurately to ensure the application is correct before it is sent to the Disclosure and Barring Service (DBS). If an application is sent to the DBS inaccurately it could result in delays to the application or the application may have to be submitted again at the same cost.
We asked our advisors to share their top tips on the do’s and don’ts when verifying ID for a DBS application:
Do:
Only accept valid, current and original documentation. Ask the applicant to present them to you rather than sending them to you by email or just a picture. If you do see the documents via remote means, you must then confirm their identity with the same documents when you meet them face-to-face.
In the first instance, verify 3 ID documents from the DBS’s list of approved documents. At least 1 of the documents must be from Group 1. For non-UK nationals, at least one document is required from Group 1a.
Only accept one document of each type from the list of valid IDs e.g. You couldn’t accept two statements from the same bank for two different months.
Check that all information presented to you on the ID documents e.g. Title, Address, Name, Date of Birth etc. matches the information entered by the applicant on their DBS application form.
If in doubt, don’t accept it. If you are not completely satisfied that the information on a document is 100% accurate or it may differ from the information entered by the applicant on the application form, do not put this through and either seek advice from Personnel Checks or ask the applicant to clarify.
Don’t:
Rush – this is a very important part of the DBS application process and it’s an opportunity to ensure the information is accurate before submitting it to the DBS. Take your time to ensure the documents have been thoroughly checked and that there are no discrepancies.
Amend the information entered by the applicant on the application form without checking with them first. Doing this will invalidate the declaration by the applicant and may breach data protection legislation. If you notice something on their ID documents is different to the information entered by the applicant, speak to the applicant to find out why there is a discrepancy.
Accept photocopies of ID or documents that have been printed from the Internet e.g. bank statements. If the applicant does not receive bank statements through the post, they can visit their local bank branch and request that they print an official statement stamped by the bank.
Accept the foreign equivalent of an identity document if that document is listed as ‘(UK)’ on the list of valid identity documents
Accept the ‘Counterpart’ Driving Licence as this is no longer a valid piece of ID. In Group 1 there is a document you can choose from named ‘Current Driving Licence Photo Card’ or if they have an old-style paper Driving Licence you can select the option in Group 2a named ‘Old Style Paper Driving Licence’
If you have any questions when verifying the ID of an applicant please don’t hesitate to get in touch! You can give us a call on 01254 355688 or drop us an email at letstalk@personnelchecks.co.uk