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5 ways that a document verification system could help your recruitment agency

Illustration of a man next to a passport and passport scanner

In an industry that’s all about people, it’s critical that you know that a candidate is who they say they are. Most recruitment businesses will have a process in place for making identity checks, but a manual process can be time-consuming and inconsistent. Read on to find out how Identity Document Validation Technology (IDVT) could benefit your recruitment business.

1. Save time

In a business where deadlines and margins are tight, any way to save time is invaluable. A manual identity check for Right to Work can be slow and labour-intensive with a member of staff having to photocopy, carefully check and file an applicant’s passport or visa information. But a good identity verification system will be able to process an identity document check within seconds. It also removes the need to photocopy the document and file it for future audits.
One of our customers recently estimated that using a scanning system saves them 3 minutes per check so if you’re checking 150 candidates a month, that’s a day a month saved – time back that you could be spending doing something else of value to your business.

2. Introduce consistency

A manual Right to Work check will only ever be as good as the person making it. And the human element can lead to inconsistent decision-making between different staff members or even unconscious bias towards certain candidates. In reality, it’s very hard for any business to train all their staff to be document experts and to keep up with the ever-changing catalogue of documents that you might see during identity checks.
A document verification system consistently checks the security features of a document and offers an analysis of whether it is suspicious or not which is far superior to a visual check. With an ID scanning system in place, you don’t need to spend time training staff to make checks and they can focus on dealing with the minority of cases where documents are highlighted by the system as suspicious.

3. Protect your business

Placing a candidate who is using illegal documents and who is found to have no right to work in the UK could have serious damage to your brand and reputation as well as the risk of being fined up to £20,000 per candidate.

Most of your candidates will be presenting genuine documents but wouldn’t it be nice to have peace of mind? After all, in 2022, our helpdesk received more suspicious documents from those recruiting in the medical sector than any other – find out more in this blog

4. Stand out in a competitive world

If your agency publicises their use of electronic verification systems to help with ID validation, that gives your clients confidence and peace of mind that all your candidates have been verified in a consistent way and are who they say they are.  Many of our customers widely communicate their use of ID verification technology, both to highlight the technology as a competitive strength against other agencies and also to deter anyone who may consider applying for roles using fraudulent documentation.

5. Be confident in the face of audit

With an electronic verification system in place that stores copies of your identity document checks, date and time stamped with a record of who made the check, you are always prepared for an audit – be that from an external company, a client or even immigration enforcement.

One of our recruitment customers, Off to Work, admits to being audited by at least 10 different clients annually but feel positive that their processes stand up well to scrutiny.


Identity checking systems could be a cost-effective way to help your agency be more efficient, consistent and competitive when making candidate checks.

Want to find out more?

If you’d like to discuss how our services could support you, please get in touch. We’d be happy to arrange an online demo.

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