Introduction – Why Background Screening Renewal Matters
In today’s risk environment, background checks and DBS checks are no longer sufficient as a one-off requirement. Therefore, regular renewal of these checks is becoming a crucial part of maintaining compliance, safeguarding individuals, and fostering trust across organisations. This is especially vital in sectors involving vulnerable populations, such as healthcare, education, and social care.
Both the BS7858 Standard and Security Industry Authority (SIA) recommend that you regularly monitor and review your background screening records.
Whilst employees remaining in your employment won’t have changed their career history, consider choosing to recheck, refresh, and repeat other checks that can change over time. Examples of such checks are DBS, consumer credit information, directorships and adverse media articles. It is important you consider repeating these checks as new criminal or fraudulent activity poses both serious and real operational and reputational risks to your business.
This blog explores why Background Screening renewal matters, when it should be done, and how organisations can streamline the process.
Why are renewals important?
- Risk Can Change Over Time
A clean DBS certificate issued five years ago may not reflect an individual’s current circumstances. People’s situations can change, and so can the level of risk they pose in certain roles. Renewals ensure any new offences or changes are identified. - Legal and Regulatory Compliance
Certain roles—particularly in regulated sectors—require periodic renewals to meet legal standards. Failing to keep up with these requirements can result in penalties, reputational damage, or worse, harm to vulnerable individuals. - Building Trust and Reassurance
Regular background checks show that your organisation takes safety and accountability seriously. It reassures clients, employees, and stakeholders that your team is properly vetted and monitored over time.
How often should checks be renewed?
Choosing to recheck, refresh and repeat checks such as criminality, credit, directorship or media searches as part of your ongoing HR strategy will help your organisation demonstrate a genuine commitment to integrity and responsibility. You may wish to organise a regular programme of rechecking your employees to meet you and your client’s risk and compliance requirements.
While there is no fixed legal interval for DBS check renewals, industry best practice typically suggests:
- Every 1–3 years for roles in healthcare, education, or positions of trust
- Annually for high-risk or high-turnover positions
- When an individual changes roles or responsibilities within the organisation
Moreover, some employers opt for DBS Update Service subscriptions for England and Wales and the Disclosure Scotland PVG Scheme, allowing for real-time monitoring and simplified rechecking. This relies on their employees to manage continuous payment for this subscription.
How to manage the renewal process efficiently
- Maintain a Centralised Record
Use HR software or secure spreadsheets to track when each employee’s DBS or repeat background screening checks are due for you to recheck, refresh and repeat. Include dates, type of check, and Update Service status. - Encourage Update Service Enrolment
For just £16 a year, the Disclosure and Barring Service Update Service allows employers to check DBS status online at any time, reducing paperwork and turnaround time for renewals. For the Disclosure Scotland PVG Scheme members looking to work with a new organisation, this cost is £18. - Communicate Clearly with Staff
Make sure your employees know that renewals are a routine part of working in regulated environments. Provide support during the application process to reduce delays. They can also reach out to Staffvetting for support. - Partner with a Screening Provider
Outsourcing to a background screening company such as Staffvetting can reduce admin load, ensure compliance, and provide faster turnaround on checks.
Interested? Contact us for more information at https://staffvetting.com/enquire-about-renewals/.