A Guide to the new BPSS Standard Version 7.0 – June 2024

As many will know the 2018 government guidance needed some updating, especially in areas where the requirements were for paper copies and manual verification methods. Since the COVID-19 pandemic we have seen a huge shift in the verification process as the situation forced a re-set, and encouraged organisations to try online methods to complete the verification of people’s identities.

As of June 2024, the UK Cabinet Office have released the latest version of the new BPSS guidelines (Version 7.0 – June 2024) as the need for more stringent security measures rises, as well as the need to keep pace with more modern security technology. Without any complicated jargon we’re pleased to share this blog on a detailed comparison which focuses on the difference in verification methods, right to work checks, employment history gap analysis, and international criminal record checks.

Identity Verification

Old BPSS Guidance (May 2018) outlines the following:

• Paper-Based Verification: The old standard required individuals to do manual checks of physical documents such as passports, driving licenses, and utility bills.
• Commercial Services: Touches on the use of commercially available identity verification services but does not emphasise the use of them.
• Data Protection: Refers to pre-GDPR data protection laws, with little instruction on the guidelines around data handling and protection.

New BPSS Guidance (June 2024) outlines the following:

• Electronic Verification: Strongly recommends the use of government approved electronic software to verify identity, confirm employment history, and review criminal records. To give reference to these systems, take a look at our Digital ID and Instant Employment Verification pages to learn how we use these technologies to expedite our BPSS Clearance.
• Automated Alerts: Systems provide real-time alerts about inconsistencies or gaps in employment history, improving accuracy and efficiency.
• GDPR Compliance: Reinforces the need for strict compliance with GDPR and updated data protection laws, as well as the importance of maintaining digital records to ensure personal data is handled securely.
• Hybrid Verification: Provides flexibility around physical document checks if electronic verification methods are inconclusive, this provides thoroughness in the verification process.

Right-to-Work Checks

Old BPSS Guidance (May 2018) outlines the following:

• Manual Document Checks: Just like with the old identity verification methods the old standard primarily relied on the physical checking of documents like passports and work permits.
• Legislation: The standard Based on the Immigration, Asylum and Nationality Act 2006.
• Repeat Checks: Requires repeat checks for individuals with limited leave to remain, conducted annually or before the previous leave expires.
• New BPSS Guidance (June 2024) outlines the following:
• Enhanced Verification Methods: The new guidance encourages the use of electronic systems integrated with UKVI databases for real-time verification such as the Online Share Code system.
• Ongoing Monitoring: Updated systems now provide automated alerts if an employee’s immigration status changes
• Updated GDPR Compliance: Emphasises transparency around the use of data and how it is handled, to ensure candidates are informed about how their data will be used.
• Backup Procedures: The new guidelines suggest to fallback to manual checks if electronic systems are inconclusive, to maintain thoroughness and accuracy.

Handling Employment Gaps

Old BPSS Guidance (May 2018) outlines the following:

• Verification Period: Focuses on verifying employment history for the past three years using employer references or official paperwork to confirm employment.
• Gap Analysis: Requires evidence to be obtained of any gaps in employment of longer than 3 months within a 3-year period.
• Manual Investigation: The old standard encouraged the investigation of gaps in employment history via direct contact with previous employers.
• Record Keeping: Advises to retain documentation related to employment history checks.
• New BPSS Guidance (June 2024) outlines the following:
• Verification Period: Continues to focus on the past three years but strongly encourages the use of digital verification systems to receive quicker and more reliable results. This new method of verifying a person’s employment history will also highlight any gaps in employment history.
• Gap Analysis: The new guidance now states that evidence must be provided should a person have a gap/s in their employment of longer than 6 months (continuous or cumulative) in a 3-year period.
• Additional Measures: Moving forwards employers are advised to monitor or take periodic reviews if gaps cannot be fully verified to ensure thorough background checks.

In summary the new 2024 BPSS guidance strongly encourages the use of government approved technology to enhance efficiency through more instant methods. Processing these checks in a more modernised way ensures the information returned is more accurate and reliable as the data comes straight from official sources, as well as providing a more secure way of handling sensitive personal data. By embracing this new way of gaining clearance hiring personnel can get automated alerts and can continuously monitor their workforce to ensure full compliance.

Moving forwards the new guidance guarantees a much smoother experience for both the hiring teams and the candidates going through the onboarding process, not only does this save time but it will eliminate the workload associated with gaining BPSS clearance.