How long is a DBS check valid?

Employers and voluntary organisations in England and Wales that are entitled to check an applicant’s criminal record. A basic check shows unspent convictions and conditional cautions. Standard, enhanced and enhanced with barred list checks give more detail and are for certain roles, for example in healthcare or childcare. Anyone who carries out criminal record checks must have a policy on employing ex-offenders and show it to any applicant who asks. Scotland and Northern Ireland have their own schemes.

• Nothing expires automatically. The risk is that the information goes stale: a certificate only shows what was on record on the day it was issued.
• If your own policy, a regulator or a contract requires periodic re-checks, missing the date is a breach of that policy or contract rather than of DBS law.
• If the person lets their Update Service subscription lapse, automatic updates stop and they need a new DBS check before they can subscribe again.
• A certificate from a previous role can be reused only if you check the identity matches, the level and type fit the new role, and, where the person subscribes, that nothing has changed.

1. 1

   Write down your re-check rule

   Decide which roles need periodic checks and how often, in proportion to risk. NHS Employers advises engaging unions and legal teams before bringing in new periodic checks.

2. 2

   Ask staff to join the Update Service

   The person joins, not the employer. It costs £16 a year, is free for volunteers, and they must register within 30 days of the certificate being issued.

3. 3

   Run status checks

   With the person’s permission, and if you are legally entitled to the check, you can run free online status checks on standard and enhanced certificates. The Update Service does not cover basic checks.

4. 4

   See the original certificate

   Before a status check, DBS guidance says you should view the original certificate. Copies or viewing it over a video link are not enough.

5. 5

   Apply for a new check where needed

   If the person is not subscribed, the status check shows a change, or your policy date arrives, submit a new application at the right level for the role.

A simple reminder plan: 60 days, 30 days, 7 days before the re-check date. The calculator above puts these in your calendar.

• The certificate number, issue date, level and type of check, and the date you saw the original.
• The result and date of each Update Service status check, with the person’s consent.
• Your written re-check policy and your policy on employing ex-offenders.
• For subscribers, the Update Service subscription renewal date, so you can prompt them before it lapses.

• Treating a DBS certificate as if it expires after 3 years by law. There is no official expiry date.
• Relying on the Update Service for basic checks. It only covers standard and enhanced certificates.
• Accepting a certificate from a previous role without checking it is the right level and type for the new one.
• Forgetting the person must renew their Update Service subscription. If it lapses they need a brand new check.