In today’s digital age, online DBS (Disclosure and Barring Service) checks are the norm, offering convenience, speed, and efficiency. However, there are still specific situations where a paper-based DBS application might be the only option or even the preferred choice. This blog post will explore when you should opt for a paper DBS check instead of the more common online process.

The Benefits of Online DBS Checks (Generally Speaking)

Before diving into the exceptions, it’s helpful to acknowledge why online DBS checks are generally preferred:

• Speed: Online applications are typically processed faster than paper applications due to the streamlined electronic workflow.

• Convenience: Online applications can be completed from anywhere with an internet connection, eliminating the need for physical forms and postal delays.

• Tracking: Online systems usually offer tracking features, allowing you to monitor the progress of your application.

• Reduced Errors: Built-in validation and prompts can reduce the likelihood of errors in the application process.

When Paper Applications Are Necessary or Preferred

Despite the advantages of online systems, there are still some instances where a paper DBS application might be necessary or preferred:

1. Technical Limitations:

   • Lack of Internet Access: In some cases, applicants may not have reliable internet access or the necessary computer skills to complete an online application. A paper application provides an alternative for those who are digitally excluded.

   • System Incompatibilities: The applicant’s device or operating system may not be compatible with the online application system, preventing them from completing the form online.

   • Poor Accessibility: In some instances, the website for applying may be coded in such a way that people using accessibility tools may be unable to complete the form, meaning paper-based forms are more accessible for them.

2. Application Limitations:

   • Limited Gender Options: Many online DBS applications only accept “male” or “female” as gender options. If you would prefer not to select either of these, a paper application may be more suitable, and also fully protects the applicant.

   • Gaps in Address History: Online applications may be less flexible when it comes to explaining gaps in address history. If you have difficulty fitting your address history into the online form’s limitations, particularly if you cannot supply addresses for a period of time, a paper application may be easier.

   • Language Requirements: All online DBS applications must be completed in English. If you require the application to be completed in Welsh, a paper application is required.

3. Specific Organisational Requirements:

   • Internal Policies: Some organisations may have internal policies that require all DBS applications to be submitted on paper, regardless of the applicant’s circumstances. This might be due to legacy systems or specific compliance requirements.

   • Preference for Physical Records: Some organisations may prefer to maintain physical records of DBS applications and certificates for auditing or compliance purposes.

4. Difficulty understanding or following Online instructions

   • Accessibility Needs: Some applicants find the DBS system difficult to understand, so would prefer a paper-based version as they are more familiar with these, and they are generally easy to understand.

Guidance for Employers

If you are an employer, consider the following when deciding whether to offer paper DBS applications:

• Assess Your Applicants’ Needs: Consider the needs and circumstances of your potential applicants. Are there likely to be individuals who would struggle to complete an online application, or may want to submit a paper based one?

• Provide Support: If you primarily use online applications, ensure that you provide adequate support to applicants who may need assistance. This could include offering computer access, providing step-by-step guidance, or offering in-person assistance.

• Have a Paper Option Available: Even if you primarily use online applications, ensure that you have a paper option available for those who need it. This demonstrates inclusivity and ensures that you are not excluding anyone from the application process.

• Ensure Compliance: Regardless of whether you use paper or online applications, ensure that you comply with all relevant DBS guidelines and data protection regulations.

• Maintain Accurate Records: Maintain accurate records of all DBS applications and certificates, regardless of whether they are submitted on paper or online.

Conclusion

While online DBS checks offer numerous advantages, there are still specific situations where a paper-based application may be the only viable option or the preferred choice. By understanding these situations and being prepared to offer a paper alternative when needed, employers can ensure that their DBS checking process is inclusive, accessible, and compliant.