Myths and misunderstandings about background checking services abound, including the idea of ‘fast DBS checks’, differences between providers, and whether organisations can do it themselves. To help demystify the issue, Andy McKenna, Director of Account Management, answers some of the most frequently asked questions.

1. Are all background checking services the same?

It’s a common misconception that all background checking service providers are created equal. But that really isn’t true. Firstly, unlike Zellis, not every provider has a fully automated background check process.

Secondly, most are not able to integrate their systems with your existing HR and onboarding applications. But having an automated workflow in this way not only reduces manual effort: it also streamlines the process from end-to-end.

Harnessing pre-filled data flows from employee records , for instance, makes the process faster and less error-prone. It also removes the need to waste time sourcing data from a variety of systems.

Other benefits of integration include the fact that relevant checks can be preset in relation to specific job roles. For example, a particular role may trigger a criminal record check by the Disclosure and Barring Service (DBS) as well as a driving licence and social media check. Certain checks can also be triggered automatically based on role requirements.

A third consideration worth looking for in a provider is that they have registered with the DBS to use the e-bulk online management system. This status enables eligible parties to submit and manage multiple background check applications to the DBS. Being able to handle applications in bulk makes it possible to pass cost savings on to customers.

2. How flexible are background checking services?

Individual background checking service providers provide different options and different levels of flexibility.

At Zellis, we give customers the choice of a fully outsourced service. This is where we handle the entire background checking process, so you don’t have to worry about it. You can also use our software-as-a-service-based system to undertake the checks required yourself and view the results using our online portal.

Another way that Zellis offers customers flexibility is by enabling you to initiate checks during either the recruitment or onboarding process.

In fact, because all our systems are fully integrated, background checking processes can even be triggered once you have reached a particular preset point in the recruitment process. This is because our background checking service is integrated with a range of applicant tracking systems, such as eploy.

3. Can I get a fast DBS check?

Many providers compete over claims about having the fastest background checking times. But caution is required here. Turnaround speed often depends on external factors, such as how quickly referees respond or DBS processing times.

A key point to bear in mind in the latter instance is that the DBS spends exactly the same amount of time undertaking criminal record checks for each provider. There is no special treatment and no such thing as a fast background or DBS check. Some suppliers may provide more frequent alerts during the process, but cannot guarantee a speedier result.

Some types of check may take longer than others. Factors include whether there is a DBS processing backlog, and the type of check required (basic, standard, or enhanced). Another consideration is whether there are specific requirements, for example if working with children.

These DBS checks consist of:

  • Basic checks: these show unspent convictions and conditional cautions,
  • Standard checks: these reveal spent and unspent convictions, plus adult cautions from the Police National Computer that have not been filtered in line with legislation,
  • Enhanced check: these cover the same areas as a standard check but also include information held by local police that is considered pertinent to the role being looked into,
  • Enhanced check with a barred list check: these include an adults’ barred list check, a children’s barred list check, or both.

The DBS cannot access criminal records held overseas, which means that this kind of check may not provide a complete view of an applicant’s criminal record if they have lived outside the UK.

4. Why shouldn’t we do background checking ourselves?

One of the key benefits of using a third-party provider to undertake background checking is that this significantly reduces the admin burden for HR teams. For example, the amount of data entry required is minimised.

Zellis’ system sends automated reminders to conduct recurring checks (such as DBS checks, which are only valid for three years). This means that late, or even missed, checks become much less likely. As a result, automation greatly cuts the risk of non-compliance through human error, which can lead to potential fines and reputational damage.

Key takeaways

When looking for your background checking service provider of choice, ensure that:

  • Their process is fully automated
  • Their background checking system integrates with your HR and payroll applications
  • They have registered with the DBS to use the e-bulk online management system
  • They offer you a range of flexible implementation options
  • They are honest and upfront about turnaround time variables

For more information, discover Zellis Background Checking.