Updated: Removed national archive links and added a new document series.
Overview
The e-bulk service allows Disclosure and Barring Service (DBS) customers to submit multiple electronic applications for DBS certificates and receive the results electronically.
DBS certificates help organisations recruit safely, especially for positions involving work with children or vulnerable groups.
This guide contains information on changes to e-bulk for existing users, and details of how to register for the service for potential new users. It also provides a list of approved e-brokers.
Changes to e-bulk
The Disclosure and Barring Service (DBS) was established by the Protection of Freedoms Act 2012. The new body is responsible for the services previously carried out by the Criminal Records Bureau (CRB) and Independent Safeguarding Authority (ISA) merged in 2012.
As a result, the following changes to e-bulk are planned for 2013:
16 is the new minimum age for applying for DBS certificates (Protection of Freedoms Act 2012)
cessation of additional information (Protection of Freedoms Act 2012)
DBS update service
addition of a home-based occupation field (X66 on the paper application form)
single certificate (RBs not receiving a copy of the application result)
updates to incorporate e-bulk bulletins 1 to 12 (clarifying ambiguous validation rules)
If you require any further clarification on the information provided above, contact your Account / Support Manager. If you do not have an Account / Support Manager, email RBSupportManagement@homeoffice.gsi.gov.uk
Advantages of using the e-bulk service
The e-bulk service offers:
faster results - the e-bulk service reduces the average processing time for DBS checks
fewer forms to complete - customers can integrate the DBS data requirements into their own recruitment processes and application form
cost savings on stationery and staff resources
improved customer satisfaction
It is up to the RB to decide how they will capture the application information from applicants and transfer it to their centralised system. The e-bulk process only determines how the information is transferred from the RB to the DBS.
Registering to use e-bulk
An organisation can apply to become a registered body (RB) and use the service if it:
submits more than 1,500 applications in any rolling 12-month period in the last 18 months
has a payment on account facility with the DBS
has authorisation from the lead countersignatory
is willing to develop or already has sufficient IT infrastructure to be able to send applications electronically to the DBS
RBs make a binding agreement [PDF 360 KB] with the DBS, referenced by a:
Memorandum of Understanding (for public sector RBs) [MS Word 1 MB]
E-bulk deed (for private sector RBs) [MS Word 1 MB]
You can read the E-bulk deed completion guide [MS Word 63 KB].
Countersigning electronic applications
A countersignatory number must be provided within each e-bulk application to indicate which countersignatory has validated the application.
Provision of the countersignatory number conveys acceptance by the respective countersignatory, and equates to the declaration on the existing paper DBS application form.
For this reason, the DBS requires that safeguards are in place to ensure that only the countersignatory can apply their number to applications, prior to their submission over the e-bulk interface.
If an individual countersignatory is suspended from submitting DBS check applications the same will apply to their e-bulk status. Any e-bulk applications made by a suspended countersignatory will automatically fail business validation rules and the e-applications will not be accepted.
Verifying applicants’ signatures
It may be necessary for RBs to provide evidence to DBS for prosecution and possible use in a court of law. Where paper application forms and written signatures continue to be used, these will be required by DBS on request, for this purpose. Where an electronic system has replaced the use of paper forms and written signatures, RBs will be required to provide a statement, corroborated by evidence and an audit trail. This will state that on a given date, the applicant:
represented his/her identity to be true
gave a declaration about the information he/she provided
gave consent for the application
corroborated his/her identity to be true via documentation
Electronic systems must therefore provide an electronic equivalent to a signature. This may be via a tick box to demonstrate the applicant gave their declaration and consent on a particular date and time. For this to be valid, the system would have first authenticated the applicant eg by use of user name and password.
The RB must be able to demonstrate that the applicant had been informed not to disclose these details to any other third party. In the case that the applicant has declared a representative then a full audit trail of consent must be made available if requested by DBS. The tick box must default to ‘not ticked’ and require a positive action on the part of the applicant to tick it.
The RB must also provide an electronic signature to confirm that they have performed an identity check, which must also be date and time stamped. Whether using paper or electronic systems, these details must be retained for a period of at least 6 months.
The RB can request a signature from the applicant as part of their recruitment process.
Checking applicants’ ID and identification documents
RBs will be expected to ask applicants the question: ‘Do you have a passport or driving licence?’
It is mandatory to capture the data in the schema if the applicant indicates he/she has the documents. This is for DBS operational purposes and assists with matching information and distinguishing between records
It is not mandatory to list which documents were provided for the ID authentication. The e-bulk scheme requests only that confirmation is provided that the ID check has taken place and who by.
Submitting applications
When an application is submitted, an acknowledgment will be sent within 2 working days (95% are sent within 24 hours). This includes a reference number to enable tracking.
Once an acknowledgement has been sent, the application process has commenced and a new application would be required should there be any changes to application details.
The e-bulk service does not accept Welsh applications.
Safe data storage
RBs have a duty relating to the safe storage and handling of DBS information including the certificate.
Users of the e-bulk service must have a written security policy, which must adequately address electronic processing and communication of data introduced by use of the e-bulk service, in order to meet their responsibilities.
The security policy will need to consider:
the sensitivity classification of information gathered, stored and exchanged
how applicant data and disclosure-related data will be handled, stored, transmitted, deleted and destroyed
how Data Protection Act requirements will be met
We advise that it is best practice for security policies to be broadly compliant with ISO27001.
Submitting paper forms after registering for the e-bulk service
An RB can submit paper forms as well as electronic applications. Paper forms only generate paper certificates, not electronic responses.
If an RB decides to revert to submitting paper applications only, it should inform DBS so necessary administrative changes can be made.
Finance queries
If you have any finance queries, you can now send them to us using the finance query form.
Complete the form and email to invoice@dbs.gsi.gov.uk (quoting your registered body number in the ‘subject’ line of the email).
Alternatively, forms can be faxed to 0151 676 1702.
Information supplied on the form is all we will need to investigate your query. Upon receipt of the form the team will be in a position to start investigation immediately, without the need to contact you for additional details.
If payment is authorised and accompanies the form, the allocations team can allocate promptly using the information supplied by you. The credit control team will be aware that a payment is on its way.
Don’t forget to quote your registered body number on all correspondence.
Using an e-broker
An e-broker offers their e-bulk platform for use by other RBs that would otherwise be required to design and build their own e-bulk interface.
E-brokers have provided assurances, above and beyond those already given for e-bulk, that their IT platform and associated procedures are secure and fit for purpose.
You can see more information on the e-broker process [MS Word 168 KB].
Approved e-brokers
The following organisations are approved e-brokers. If your RB wishes to use such a service, email the relevant contact person:
Atlantic Data
PO Box 5531
Milton Keynes
MK7 6YD
Contact name: Disclosures Manager Team
Email: info@disclosuresmanager.co.uk
Tel: 08718 724124
Capita Recruitment Vetting Service
52 Horseferry Road
First Floor Dean Bradley House
Westminster
London
SW1P 2AF
Contact: Aimi Kearney
Email: aimi.kearney@capita.co.uk
Tel: 0207 202 0600
Mobile: 07584 263029
Kent County Council - Employmentcheck
Door 23
Commercial Services Building
West Malling
Kent
ME19 4QG
Contact: Miranda Miles (Business Manager)
Email: info@employmentcheck.org.uk
Tel: 01622 605561
TMG CRB – part of GB Group plc
1 Wilford Business Park
Ruddington Lane
Nottingham
NG11 7EP
Contact: Mark Sugden (Client Services Director)
Email: mark.sugden@gb.co.uk
Tel: 0845 251 5000
Nursing Net LTD
PO Box 8
Bakewell
DE45 1GT
Contact: Simon Headington
Email: simon.headington@healthjobsuk.com
Tel: 01629 690808
Third-party suppliers
Organisations which intend to use a third-party supplier to handle their e-bulk process must fill out the relevant questionnaire as follows:
pre-qualification questionnaire [MS Word doc, 1MB] for suppliers handling the end-to-end process
supplier information assurance questionnaire for suppliers handling only certain elements of the process
DBS will evaluate the competency and capability of the supplier based on the completed questionnaire.
Technical updates
Following a new requirement clause being added (CoCo-1), the Code of Connection was updated to v3.6 in December 2012.
Following a process change at the Criminal Justice System exchange (CJSE), the supporting compliance document with respect to crypto controls (12.3) has been amended.
Technical publications
Further details of how the e-bulk system works is provided in the following documents:
Interchange agreement [PDF 360 KB] - the agreed business level agreement that governs the use of the interface end to end between RBs and the DBS
Business process document [PDF 3 MB] - defines the information exchange between the end points (RB and DBS systems) and the business process that surrounds and controls it
Interface control documents [MS Word 249 KB] - defines the specific configuration of message delivery and operational interface protocols that will be used by end points (e.g. RB systems)
Message delivery interface documents [MS Word 1.8 MB] - describes the message transport mechanism provided by the Criminal Justice System Exchange (CJSE) that enables an end point to communicate with the CJSE.
Business message specification (BMS) [PDF 1 MB] - defines the detailed format and content for the logical business messages, which enable the electronic communication of DBS applications and eBulkResults between the DBS and Registered Bodies.
DBS e-bulk phase 1 library documents also provide further information about the system.