Wednesday 9th May 2018
As you will be aware, new Data Protection legislation will come into force on the 25th May 2018. As part of the GDPR changes, Schools will be required to archive their completed DBS checks on the SPS Employment Check system by doing the following;
Select ‘Manage applications’
Search for the relevant application
Select the edit tool (pencil icon) next to the applicants name
Scroll to the bottom of the page and update the ‘Status’ dropdown to ‘Application Archived’
Select ‘Update’ at the bottom of the page
Personal data is purged in line with DBS requirements 6 months after being moved to the ‘application archived’ status. This means it is essential that your completed checks are archived on a daily basis, to ensure the 6 month ‘clock’ will begin, and the data will be purged within the required time frame.
Data which can be retained beyond this point (including disclosure number and issue date) will still be accessible on the system.
You should archive any checks that have been completed and add the disclosure number and date of issue to your Single Central Record. If a check is no longer required you should archive this right away, for example, if an applicant decides that they no longer wish to proceed with an appointment.
If you have any questions or wish to discuss further, please contact us via email at firstname.lastname@example.org or call us on 03000 411 114.