DBS Check Record & Certificate

What should you record about a DBS check?

A DBS check record shows why you chose the level of check, what the certificate showed, what you decided and what happened to any copy. The recruiting service decides whether to ask for a check and at what level. Applying for a standard or enhanced check for a role that is not eligible breaks the law, so the reasoning matters as much as the result.

This record is written for care homes, home care and supported living. Use one for each staff member or volunteer.

What the record includes

Part B is the eligibility assessment. It asks who the role works with, where the work happens, what it involves and how often, and which DBS guide or tool you used. The level you pick, from basic up to enhanced with a barred list check, goes down with a reason and who decided.

The later parts cover:

• The application, with the identity documents checked and the reference number

• Certificate details, such as the number, level, barred lists checked and whether the original was seen

• Status checks through the DBS Update Service, made only with the person's written consent

• Any information on the certificate: a private talk with the person, the risks, and a decision to proceed, proceed with conditions or not proceed

• Rechecks while the person works for you, and sign-off by the Registered Manager

Handling the certificate

DBS information is criminal offence data, which carries extra conditions under data protection law. Keep certificate information in lockable storage that cannot be carried off, and show it only to people entitled to see it. Passing it to anyone else is a criminal offence.

DBS guidance gives a sample policy that keeps no copy at all, though services CQC inspects may be entitled to keep one for inspection. If you keep a copy, Part G records why, where it is stored, who saw it and when you will destroy it. After that, hold only the basic facts: date of issue, name, certificate type, position, reference number and your decision. Never write down what the certificate said.

Before your first DBS check

Add your umbrella body, if you use one, and your own rules on rechecks. Neither the regulations nor the DBS guidance set a retention period, so decide yours and write down the reason. Store the record apart from the general personnel file.

Applicants see the level of check on the Staff Application Form. The right to work check has its own Right to Work Verification Record. For your wider rules on keeping personal data, see the Data Protection & Information Governance Policy.