DBS Checks in 2025: Speed, Security, and Zero Chasing

In 2025, the days of manually chasing down DBS checks with paper forms and endless email threads are, thankfully, behind us. For HR professionals and Designated Safeguarding Leads (DSLs), this shift is more than just a time-saver, it's a fundamental change in how compliance, onboarding, and safeguarding are managed across schools and trusts.

Modern identity verification and DBS check processes now offer automation, integration, and real-time feedback. This article explores how technology has transformed DBS checks, what this means for your role, and how it contributes to safer, more efficient schools.

The Problem With Traditional DBS Workflows

In many schools, especially in multi-academy trusts, the DBS process has historically been a logistical nightmare:

Manual data collection through inconsistent forms
Repeated follow-ups and reminders to staff
Delays in onboarding due to incomplete or missing information
High risk of compliance gaps if updates are missed
Confusion about DBS expiry and renewal dates

When safeguarding depends on timely and accurate checks, these gaps introduce avoidable risk.

Integrated Identity Verification: How It Works in 2025

Today, the best systems for handling DBS checks are integrated directly with trusted third-party verification providers like Verifile. These integrations enable:

Single Data Entry: Staff complete the required information once, often via a secure portal
Automatic Submission: The system packages and sends this information directly to the verification provider via secure API
Live Status Tracking: HR and safeguarding teams can see at a glance where every DBS check stands: submitted, in progress, or completed
Instant Updates: Once verification is complete, the results and evidence are automatically linked to the individual's record

This direct-to-provider model removes nearly every manual step and reduces administrative error.

Why Automation Is a Game Changer

Beyond convenience, automation has serious implications for safeguarding and operational efficiency:

✅ Faster Onboarding

No waiting on forms, post, or email confirmations
New hires can start sooner, with the confidence that checks are in progress and visible

✅ Stronger Compliance

Automatic reminders when DBS renewals are due
Audit trails showing submission, completion, and review dates
Integration with Single Central Record (SCR) systems for unified oversight

✅ Reduced Risk of Human Error

No more spreadsheets
No forgetting to follow up
No misfiled documentation

Systems that notify both the staff member and the administrator reduce communication lag and confusion, especially across large trusts.

Illustration of a DSL viewing a real-time DBS dashboard on a secure school platform

HR and DSLs: Less Chasing, More Oversight

When your DBS process is automated:

You don't need to remember every expiry date, the system does it for you
You don't need to manually update staff records, the verification provider sends results directly
You don't need to follow up repeatedly with staff, the system prompts them with clear instructions

This shift means your time can be better spent on strategic safeguarding decisions and building stronger staff relationships, not administrative babysitting.

Real-Life Example: What It Looks Like in Action

Imagine this scenario:

A new teacher joins a MAT. She fills out her details via a secure link. The system validates the information and submits it instantly to the verification provider. Within two days, the DBS check completes. The results are recorded, alerts are sent, and the school's SCR updates automatically.

No paper trail. No chasing. Full compliance.

Looking Ahead: DBS in the Context of Broader Compliance

DBS automation doesn't exist in isolation. When paired with systems for training records, policy acknowledgements, and risk assessments, you gain a complete picture of staff readiness and compliance.

Platforms like CalmCompliance are shaping this future by connecting these dots, though the real magic lies in the workflow, not the software. Whether you use CalmCompliance or another system, the key is integration and automation.

Infographic of an automated DBS check workflow, from staff submission to final notification

Final Takeaway

In 2025, DBS checks no longer need to be a bottleneck or a blind spot. By adopting automated, integrated systems, schools can strengthen safeguarding, accelerate onboarding, and finally say goodbye to the cycle of reminders and red tape.

Your time is better spent ensuring students are safe, not sending follow-up emails.