DBS checks

DBS identity checks online: documents, routes and digital ID

Before a DBS application is sent, someone has to check the applicant's identity against DBS rules. This guide covers who does that, which documents count, and checking them in person, by video or with certified digital ID.

Last checked 23 October 2026 against the sources listed below. Written by Assize Data Ltd.

Why the ID check matters

DBS uses the name, date of birth and address history on the application to search police records and, for some checks, the barred lists. If those details are wrong, the results may not be full or accurate. The DBS guidelines for Standard and Enhanced checks call identity verification "an important part of the DBS process".

You also still need a separate right to work check.

Which check, and who checks the ID

• Basic checks can be used for any role. They go through a Responsible Organisation, or the applicant applies to DBS directly.
• Standard and Enhanced checks are only for roles the law makes eligible. If you send fewer than 100 applications a year, you use an umbrella body.

The organisation that submits the application is responsible to DBS for the ID check. It may ask you to see the documents on its behalf. If so, you must follow the current DBS guidelines. You cannot check the identity of a relative, partner, someone you live with or a personal friend.

DBS covers England and Wales. If the job is in Scotland or Northern Ireland, you may need Disclosure Scotland or AccessNI instead: GOV.UK explains where to apply for a criminal record check.

The document groups

• Group 1 (primary ID): for example a current passport, an eVisa, a UK photocard driving licence, or an original UK birth certificate issued within 12 months of birth.
• Group 2a (trusted government documents): for example a non-UK photocard driving licence, a UK marriage or civil partnership certificate, or a firearms licence.
• Group 2b (financial and social history): for example a UK bank statement or utility bill from the last 3 months, or a council tax statement from the last 12 months.

Use each document type only once in the count. For example, two statements from the same bank are not two documents. Do not accept a foreign version of a document listed as UK only.

The routes

Standard and Enhanced checks

1. Route 1: one Group 1 document plus two more from any group. Use this whenever you can.
2. Route 2: only if the applicant has no Group 1 document. One Group 2a document plus two more from Group 2a or 2b. You must also use an external ID verification service that gives a pass or fail result.
3. Route 3: only if Routes 1 and 2 are impossible. A birth certificate issued more than 12 months after birth, one Group 2a document and three more from Group 2a or 2b.

If no route works, the applicant may need to be fingerprinted.

Basic checks

The Basic check ID checking guidelines have two routes. Route 1 is one Group 1 document plus one more, or a third if needed. Route 2 is one Group 2a document plus two more from Group 2a or 2b. If neither works, the applicant cannot apply.

On every route, the documents together must confirm the applicant's name and date of birth.

Seeing the documents: in person or by video

You must use Option 1 unless meeting face to face is not practical.

• Option 1: in person, with the original documents in front of you.
• Option 2: a video call while you hold the originals, for example posted to you. Looking at documents over video is not enough.
• Option 3: a video call with documents held up to the camera or emailed as photos. Record their details at the time. Then see a full set of originals before the person starts work (on day one only in exceptional cases) and record that date.

If you use Option 2 or 3, record why the earlier options were not practical for that person. Video cannot be your default process.

Documents must be physical originals. Photocopies, scans and internet printouts do not count, apart from the first stage of Option 3. The exceptions are an eVisa viewed online with an immigration status share code (using the GOV.UK service to check someone's immigration status), a digital PASS card checked using its QR code, and a statement printed, stamped and signed by the bank.

Digital ID through a certified provider

DBS strongly encourages employers to consider digital ID where the applicant has a passport or driving licence. Under the DBS digital identity verification guidance, a check by a certified digital verification service is equivalent to a manual check.

The provider must be certified against the UK trust framework and the DBS supplementary code. Check the register of digital verification services. The identity must reach the right level of confidence under the government standard GPG45:

• Basic: at least Medium.
• Standard and Enhanced, including barred list checks: at least High.

You still check the provider's data against the application form. The applicant must still declare all previous names and at least 5 years of addresses. Since 6 October 2026, if the provider cannot verify the current address, you note it but do not need to check it by hand.

Providers set their own prices, which are separate from the DBS fee.

What records to keep

Keep a record of the documents used for at least 2 years, whichever option you used. This can be copies or a PDF of the eVisa check. If you cannot keep copies, record the document type, country of issue, expiry date, any reference numbers and any discrepancies you discussed.

Also keep your reason for using Option 2 or 3. For digital ID, keep the provider's output, including the GPG45 profile, for at least 2 years. DBS can ask to see these records.

Common mistakes

• Accepting photocopies, scans, or statements and bills printed from an online account.
• Using Route 2 when the applicant has a Group 1 document, or skipping the external check on Route 2.
• Accepting a statement or bill that is older than the guidelines allow.
• Letting someone start work under Option 3 before you have seen a full set of originals.
• Ignoring name differences. Alternative spellings on documents and materially different names go on the form as previous names. A recent name change needs evidence, such as a marriage certificate.
• Ignoring address gaps. If someone worked in Scotland but lists no Scottish address, ask why. Students list both home and term-time addresses.
• Using a right to work share code to view an eVisa. DBS asks for an immigration status share code.
• Changing the application form without the applicant's knowledge or agreement.

The ID check is not the DBS check

A completed ID check confirms who the applicant is, not whether they have a criminal record. That comes from DBS, on a certificate issued to the applicant. If you suspect a false identity, do not go ahead with the application.

This guide is general information about the law in England and Wales, not legal advice. The rules change, so check the sources above, and take advice about your own situation. Assize Data Ltd is not a law firm.