Managing Disclosure and Barring Service (DBS) checks across a busy organisation can be challenging, particularly when multiple HR teams, recruitment departments or external agencies are involved. Without a clear process, the same candidate may accidentally submit more than one DBS application for a single position.
Duplicate applications can create unnecessary administrative work, increase recruitment costs and cause confusion for both applicants and employers. A consistent screening process can help HR teams avoid these issues while maintaining appropriate safeguarding standards.
Establish a Central DBS Application Tracking System
One of the most effective ways to prevent duplicate DBS applications is to maintain a central record of all screening requests.
HR teams should use a secure tracking system to record:
- Applicant names and unique reference details
- The position and department requiring screening
- The level of DBS check requested
- Application submission dates
- Current application status
- The recruitment agency or department responsible
Before starting a new application, HR staff should check the system to establish whether an application has already been submitted for the same candidate and role.
Access should be restricted to authorised personnel to protect applicants’ personal information.
Assign Clear Responsibilities Within HR
Duplicate applications often occur when different departments assume that someone else has not yet started the screening process.
For example, an internal recruitment team may submit an application while an external recruitment agency independently starts another.
To prevent this, organisations should establish clear responsibilities for managing DBS checks. A designated HR administrator or screening coordinator can oversee applications, approve new requests and monitor progress.
Where several departments are involved, each should follow the same procedure and communicate through an agreed central system.
Coordinate With Recruitment Agencies and External Suppliers
Organisations that work with multiple recruitment agencies should communicate their DBS screening procedures clearly.
Each supplier should understand who is responsible for initiating an application, what information must be checked before submission and how existing applications should be identified.
Employers should also establish a process for sharing application reference numbers and status updates where appropriate.
For further guidance, see our article on DBS procedures for organisations using multiple recruitment suppliers.
Check Existing DBS Certificates and Update Service Membership
Before requesting a new DBS check, HR teams should establish whether the applicant already holds a suitable certificate.
The DBS Update Service allows individuals to keep eligible Standard and Enhanced certificates up to date and enables employers to carry out status checks with the applicant’s permission.
However, an existing certificate cannot automatically be accepted for every position. Employers should consider its level, workforce, original position and whether it meets the requirements of the new role.
A new application may still be necessary if the existing certificate is unsuitable or the required check differs.
Introduce a Pre-Submission Checklist
A simple checklist can help HR teams identify potential duplicate applications before submitting a request.
The checklist should confirm:
- Has the applicant already completed a DBS application for this recruitment process?
- Is there an existing application reference number?
- Has the applicant provided details of an existing DBS certificate?
- Is the certificate suitable for the position and workforce?
- Has the Update Service been considered where applicable?
- Has the responsible HR team or recruitment supplier confirmed that a new application is required?
Completing these checks before submission can reduce unnecessary applications and improve administrative efficiency.
Train Staff and Review Screening Procedures
Preventing duplicate applications requires consistent practices across the organisation. HR staff, recruitment coordinators and hiring managers should receive guidance on the organisation’s DBS procedures.
Regular reviews can help identify recurring problems, such as applications being submitted by different departments or suppliers without proper communication.
Where issues are identified, organisations should update their procedures and provide additional training to the relevant teams.
Frequently Asked Questions
Why do duplicate DBS applications happen?
Duplicate applications commonly occur when multiple HR departments, recruitment agencies or screening providers independently submit requests without checking existing application records.
Can an applicant use an existing DBS certificate instead of applying again?
Sometimes. Employers can consider accepting a previously issued certificate or using the DBS Update Service, where applicable. The certificate must be suitable for the role and meet the relevant requirements.
Are duplicate DBS applications refundable?
DBS application fees are generally non-refundable. Employers should check existing applications before submitting another request to avoid unnecessary costs.
How can HR teams track multiple DBS applications?
A central tracking system, clear departmental responsibilities and regular communication with recruitment suppliers can help HR teams monitor applications and identify potential duplication.
Conclusion
Preventing duplicate DBS applications starts with better organisation, communication and record management. By introducing central tracking, assigning clear responsibilities and checking existing certificates before submitting new requests, HR teams can reduce unnecessary costs and administrative work while maintaining effective recruitment and safeguarding procedures.
