Making criminal records checks simpler with iKnow Safeguarding

Safer recruitment is one of the most important foundations of safeguarding. It’s a series of steps that ensure people who work with vulnerable groups – whether paid staff or volunteers – are suitable to do so. It’s how organisations help create environments where people can feel safe and protected, and to minimise the risk of those seeking to harm others getting access to vulnerable people.

A key part of the process: criminal records checks 

One of the most important steps in safer recruitment is carrying out a criminal records check (AccessNI, DBS or PVG check). Charity regulators expect organisations to carry out checks where a role is eligible.

These checks provide information held by the police and government departments about a person’s criminal record. This helps you make an informed decision about whether someone is suitable for a role within your organisation. 

Different names across the UK

Because safeguarding is delivered across the UK, you’ll come across different names for criminal records checks depending on where you’re based:

• England and Wales – DBS checks
• Northern Ireland – AccessNI checks
• Scotland – Disclosure checks (often called PVG checks)

Each of these checks provide details of an individual’s current criminal record, including things like convictions, cautions, reprimands and warnings held on the police national computer and by local police forces. 

Making checks work for your organisation

For many organisations in England, Wales and Northern Ireland, criminal record checks are processed through an Umbrella Body, like Thirtyone:eight, who carry out the checks on your behalf.

Managing all of this can feel like a lot, especially if you’re overseeing multiple roles or volunteers. That’s where using the right tools can make a big difference.

Bringing it all together with iKnow Safeguarding

iKnow Safeguarding helps organisations manage safeguarding concerns and safer recruitment checks in one place.

The platform supports DBS, AccessNI and Disclosure Scotland checks, and includes automated reminders so you don’t miss renewals. That means less manual chasing, and more confidence that your processes are up to date.

For Thirtyone:eight members in England and Wales, the process is even more streamlined. You can start DBS checks directly within iKnow Safeguarding, without needing separate systems or additional admin. Once a check is initiated, the E-Bulk process emails the applicant and gets things moving straight away.

Along the way, you’ll receive real-time updates from Thirtyone:eight, so you can track progress from the initial application right through to the certificate being issued and the final result.

Additionally, because the system is highly configurable, you can record additional information alongside completed checks – such as role restrictions, permitted areas of work, or any organisation-specific requirements. This helps you build a clear, auditable safeguarding record and ensures that safer recruitment decisions are properly documented and easy to review when needed.

Safer recruitment is about more than checks

While criminal records checks are an essential part of safer recruitment, they’re just one piece of the overall picture.

Following a full safer recruitment process – and embedding it into your safeguarding policy and culture – puts your organisation in a much stronger position to protect those in your care and create safer places for everyone.