Digital Identity and DBS Checks – what employers need to know

By Sarah Croft | November 3, 2025 | DBS, Digital identity

If your organisation carries out Disclosure and Barring Service checks, or DBS checks, you’ll understand how important it is to get identity verification right as a first step in this critical compliance process. Following an update to DBS guidance, organisations were given a transition period until 1st November 2025 to update their systems and processes and meet the new requirements. The updates reflect the growing use of digital identity verification and align with the UK government’s digital trust frameworks.

With the latest DBS guidance updates now in effect, this blog explains what’s changed, what it means for employers, and how TrustID can help you stay ahead.

What’s changed in DBS identity guidance?

The Disclosure and Barring Service (DBS) has introduced several updates designed to simplify and modernise the identity checking process. You can find the guidance for Basic DBS checks here and Standard/Enhanced DBS checks here. The key changes include:

•  Digital identity verification now the preferred route

In the latest guidance update, DBS strongly encourages employers to consider digital ID verification as a primary identity verification path, working with a certified Digital Verification Service (DVS) such as TrustID.  Whilst digital identity checks are not mandatory, if an applicant has a passport or driving licence, the latest DBS guidance is now suggesting this route as best practice.

• Manual ID checking rules clarified and tightened

If an employer doesn’t carry out a digital check, they are still able to carry out manual identity checks and the latest guidance now clarifies the preferred order of manual checks. Wherever possible, you must use Option 1 which is an ID check carried out in person, allowing the employer to view the appropriate documents in the presence of the individual. There’s a flow-down then to Option 2 (a video call with the applicant whilst checking the original documents) and finally to Option 3 (a video call with the applicant and the documents both being seen via video link). If an employer is unable to use Option 1, they need to clearly record the rationale behind the use of either Option 2 or Option 3.

• Updates to documents and simplification of process.

The new guidance creates a single, consistent process for DBS checks, whether an applicant is a UK national or non-UK national; all applicants can now have their ID manually verified using the 3-route process. The service also no longer requires one of the documents to have the applicant’s current address on it.

• You must hold ID records for a minimum of two years

The updated DBS identity verification guidance states that organisations must now retain supporting evidence for a minimum of two years – an increase from the previous six-month requirement. This extended retention period is designed to support fraud investigation work carried out by the DBS, which may request evidence of the documents checked as part of routine compliance activity.

Whether you complete checks digitally or manually, it’s essential to securely store either copies of the physical documents or .pdf results from the digital verification. It’s equally important to ensure that records are safely deleted once the retention period ends.

Why does Digital Identity matter?

The latest guidance highlights the move towards digital verification as an important part of the DBS process. Using a certified Digital Verification Service (DVS) can make checks faster, more secure, and easier to manage.

Digital identity solutions help employers by:

• Reducing turnaround times for faster onboarding
• Minimising manual errors and ensuring compliance
• Improving fraud prevention through biometric checks
• Offering a simple, remote process for applicants
• Cutting down administration and paper handling
• Supporting remote and hybrid working models

What should employers do now?

If your organisation is carrying out DBS checks, it’s a great time to review your identity verification processes and consider how you could transition to digital verification.

At TrustID, we’re here to help you adapt confidently to the new DBS guidance.

• Certified digital checks

We’re a government-certified Digital Verification Service (DVS) for DBS and Right to Work. Our services meet DBS and Home Office standards and are independently audited.

• Simple, remote verification

Applicants complete their identity check online, uploading documents, a selfie image and address details from anywhere, at any time. No face-to-face appointment is required. Employers can also combine Right to Work and DBS checks into one invitation to make the verification process even quicker and easier.

• Fast results

Digital verification results are typically returned within minutes, helping you move candidates through your compliance process quickly and efficiently.

• Flexible and cost-effective

Our pay-per-check model and easy account setup help you scale quickly without high admin costs or long-term contracts.

• Secure and compliant

Every check includes fraud screening against national and TrustID databases. We’re ISO9001, ISO27001, ISO27701 and Cyber Essentials Plus certified.

• Expert support

Our UK-based document analyst and customer service teams are available seven days a week to support both employers and applicants.

TrustID offer a flexible, scalable digital verification service which can support identity verification as part of Right to Work and DBS checks. By choosing digital identity verification now, you can strengthen compliance, reduce fraud risk, and streamline the onboarding experience for both your team and your applicants.

If you’d like to find out more about how TrustID could support your organisation, please get in touch with our expert team.