How the DBS Update Service Works

When an individual registers their DBS certificate with the Update Service, employers can request that CBS performs a secure online status check with the applicant’s consent.

The service confirms whether the certificate:

• Remains current and unchanged
• Requires a new DBS application

This provides organisations with a quick way to confirm whether a DBS certificate remains valid for the role. Update Service checks can be integrated into structured screening processes, ensuring records remain clear and auditable. At CBS, employers have the option of running the Update Service checks weekly, monthly, quarterly or annually.

Benefits of the DBS Update Service

For organisations managing DBS checks at scale, the Update Service offers several practical advantages.

• Reduced administrative workload – Employers can confirm DBS status without repeating full applications.
• Faster recruitment and redeployment – Existing DBS certificates may be reused where appropriate, helping reduce onboarding delays.
• Continuous safeguarding oversight – Organisations can confirm whether an individual’s DBS status has changed since the original certificate was issued.
• Improved compliance monitoring – Regular status checks help demonstrate responsible safeguarding processes during inspections or audits.

Who Should Use the DBS Update Service?

The DBS Update Service is particularly useful for organisations that regularly recruit into roles requiring criminal record checks. It is widely used in sectors where safeguarding, regulatory oversight or positions of trust require ongoing monitoring.

Common users include:

• Schools, colleges and education providers
• Healthcare organisations and NHS services
• Social care providers
• Charities and voluntary organisations
• Security and facilities management companies
• Recruitment agencies placing staff into regulated roles

For organisations managing large workforces or high staff turnover, the Update Service can reduce repeat screening while maintaining appropriate safeguarding oversight.

When Should Employers Use the Update Service?

The Update Service is used after al DBS certificate has been issued.

Employers commonly rely on it when:

• Staff move into new departments in a similar role within the an organisation
• Temporary or agency staff return for repeat placements
• Organisations conduct periodic safeguarding reviews
• Compliance frameworks require ongoing monitoring of criminal record status

If the responsibilities of the role change significantly, or if a different level of disclosure is required, a new DBS application will be necessary.

Important Considerations

The DBS Update Service can only be used where the:

• Individual has registered their DBS certificate with the Update Service
• Employer has obtained the applicant’s consent to perform a status check
• Role being assessed matches the workforce and disclosure level of the original certificate

If the role changes or requires a higher level of screening, a new DBS check will be required.

DBS Update Service and Criminal Record Checks

The Update Service works alongside standard DBS screening processes and organisations use it after completing an initial DBS check.

• Basic DBS Check – General non-regulated employment roles
• Standard DBS Check – Roles involving access to sensitive information and work in regulated professions
• Enhanced DBS Check – Safeguarding roles involving vulnerable groups

Update Service monitoring can be integrated into wider screening programmes to help organisations maintain consistent safeguarding oversight.

Managing DBS Checks at Scale

Organisations operating in regulated environments often manage large volumes of DBS checks across multiple teams, sites or recruitment campaigns. Structured digital workflows allow employers to track applications, perform Update Service status checks and maintain clear audit records across their workforce.

Our digital screening platform allows organisations to:

• Track DBS applications in real time
• Perform Update Service status checks with several frequency options
• Maintain structured audit records
• Support safeguarding and inspection readiness

Maintaining evidence of DBS checks and monitoring activity is essential for inspections, safeguarding audits and contractual compliance. Structured monitoring through the DBS Update Service helps organisations demonstrate that appropriate safeguarding controls remain in place.

DBS Update Service FAQs