Effective document management is the backbone of a smooth DBS and right to work verification process. When you handle paperwork correctly from the outset, you avoid bottlenecks that can delay hiring decisions and impact your recruitment timeline. Poor document handling can lead to rejections, repeated requests, and even legal compliance risks. For organisations, this translates into lost productivity, increased administrative burden, and potential delays in filling critical roles.
Consider a real-world scenario: a recruitment team receives multiple applications but struggles to process right to work documents due to incomplete submissions. Without a clear system in place, they may find themselves chasing candidates for missing ID or waiting for outdated documents. This not only slows down hiring but can also lead to non-compliance issues if documents are not verified within the required timeframe.
To ensure efficient document handling, start by establishing a standardised checklist for both DBS and right to work requirements. This checklist should include:
- Valid photo identification – Acceptable documents vary by check type and individual circumstances
- Proof of address (for DBS checks) – Recent utility bills, bank statements, or council tax statements
- Immigration status documentation (for right to work checks) – This may include passports, eVisas, or biometric residence permits
- Any relevant employment history or professional qualifications as required
Important Update: As of 2025, many individuals now use eVisas (digital immigration status) rather than physical documents, which can be verified through the Home Office online right to work checking service.
Having a checklist in place helps you identify missing or invalid documents early, allowing candidates to correct submissions quickly. It also ensures consistency across your team and reduces the chance of human error.
You should also consider implementing a digital document capture system that complies with data protection requirements. This can significantly reduce the time spent on manual data entry and help prevent document loss or misplacement. With digital systems, you can store, retrieve, and share documents securely, making your workflow more transparent and efficient.
Record Keeping Requirement: You must retain copies of checked documents for the duration of employment plus two years afterwards, after which they must be securely destroyed. By prioritising document accuracy and organisation, you create a smoother onboarding experience for new hires and reduce the risk of compliance breaches. This proactive approach not only saves time but also builds trust with both candidates and regulatory bodies.
What Documents Are Required for DBS and Right to Work Checks
When handling documents for DBS and right to work checks, understanding what constitutes valid identification is essential. Many organisations struggle with this aspect, often leading to delays or rejections that can stall recruitment processes. You need to ensure that the documents you accept meet the strict regulatory requirements set by the Home Office and the Disclosure and Barring Service (DBS). Getting this right from the start not only saves time but also protects your organisation from potential legal risks.
DBS Check Documents
For DBS checks, new ID checking guidelines came into effect on 22 April 2025. The documents you accept must be official, government-issued, and clearly show the individual’s identity. The DBS operates a points-based system for identity verification:
Primary identity documents typically include:
- Current or expired UK passport
- Current EU/EEA passport
- Current UK driving licence (photocard – paper licences are no longer acceptable alone)
- Biometric residence permit (if current and valid/showing Indefinite Leave to Remain)
Supporting documents may include:
- Birth certificate (UK, Channel Islands, Isle of Man, or Ireland)
- Adoption certificate
- Current utility bills or bank statements for address verification
Important: You must check documents in the physical presence of the holder. Usually this process is done in person but the DBS do allow for the checks to be completed via live video link, if in-person verification is not possible.
Right to Work Check Documents
Right to work checks have been significantly updated with guidance last revised on 26 June 2025. There are now three main types of checks:
- Manual document-based checks (for all individuals)
- Digital Verification Services (for British and Irish passport holders only)
- Home Office online right to work checks (for individuals with eVisas)
Critical Update: Biometric Residence Permits (BRPs) ceased to be issued on 31 October 2024, and expired BRPs are not acceptable proof of right to work. Individuals must now use the Home Office online service with their eVisa.
List A Documents (continuous right to work):
- British or Irish passport (current)
- Irish passport card (current)
- Passport with indefinite leave to remain endorsement
- Birth certificate plus National Insurance documentation
List B Documents (time-limited right to work):
- Passport with valid visa/immigration permission
- Documents confirmed through Home Office Employer Checking Service
- Share codes from the Home Office online service
Digital Immigration Status (eVisas)
Major Change: Those whose BRPs expired on 31 December 2024 have been encouraged to create a UKVI account and access their eVisa. The Home Office has enabled individuals with ongoing permission to use their expired BRP cards to access the online right to work checking service, but manual checks of expired BRPs are not acceptable.
The process becomes more complex when dealing with individuals who have changed their names, or those who are new to the UK. In such cases, you may need to request additional documentation, such as a marriage certificate or a deed poll document, to confirm identity.
To streamline your document handling, consider implementing a digital system that allows for easy upload and verification of documents while ensuring data security and GDPR compliance. This ensures that you can quickly cross-reference the information and flag any discrepancies.
By following these updated guidelines, you can significantly reduce the time spent on document verification and ensure that your recruitment process runs smoothly. This proactive approach not only improves efficiency but also enhances compliance with current legal standards.
Common Challenges and How to Overcome Them in Document Management
When managing documents for DBS and right to work checks, organisations often encounter a range of obstacles that can significantly slow down recruitment processes. From mismatched identities to unclear documentation requirements, these challenges can create bottlenecks that delay hiring decisions and impact compliance. Understanding these issues and how to tackle them is essential for maintaining smooth operations.
Frequent Document-Related Issues
One of the most frequent problems is receiving incomplete or unclear documents. For example, a candidate might submit a passport that is expired (which may still be acceptable for some checks) or lacks sufficient detail for verification. Important: For right to work checks, expired British and Irish passports are still acceptable as they demonstrate nationality and right to work. Similarly, immigration documents such as visas or biometric residence permits may not meet the required criteria. Critical Update: Physical Biometric Residence Permits that expired on 31 December 2024 are no longer acceptable for manual right to work checks – individuals must use the online service with their eVisa.
Technology and System Changes
The move towards digital immigration status has created new challenges:
- eVisa Implementation: Many individuals now have digital immigration status rather than physical documents
- Share Code System: Individuals must generate 9-character share codes valid for 90 days to prove their right to work online
- Online Service Issues: Technical problems may prevent individuals from accessing their digital status
Addressing Inconsistent Procedures
Another challenge stems from inconsistent document handling across departments or teams. Without standardised procedures, the same document might be interpreted differently by various staff members, causing confusion and inefficiency. New Requirement: You must keep a record of documents checked for a minimum of 2 years, and be able to produce them quickly upon request from the Home Office.
Practical Solutions
To help overcome these hurdles, consider the following updated steps:
- Updated Document Checklists
- Familiarise yourself with the 22 April 2025 DBS ID checking guidelines
- Understand the 26 June 2025 right to work guidance changes
- Train staff on eVisa and share code systems
- Digital Integration
- Use the Home Office online right to work checking service for eVisa holders
- Consider certified Digital Verification Services for British/Irish passport holders
- Implement secure document storage systems that comply with data retention requirements
- Staff Training Updates
- Train your team on new digital checking processes
- Ensure understanding of acceptable documents under updated guidelines
- Create clear escalation procedures for complex cases
- Compliance Monitoring
- Regularly review procedures as the Home Office continues to develop the digital immigration system
- Monitor for updates to acceptable documents and checking procedures
- Maintain audit trails of all checks conducted
- Support Resources
- Use the Home Office Employer Enquiry helpline: 0300 790 6268
- Direct employees to create UKVI accounts for eVisa access
- Contact the Home Office Employer Checking Service when required
By implementing these updated procedures and staying current with the rapidly evolving requirements, organisations can maintain compliance while streamlining their verification processes. The key is to remain adaptable as the UK continues its transition to a more digital immigration system.