Security Screening Skills

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BS 7858 Standard

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To introduce the learners to the procedures for security screening as

recommended by BS 7858:2012

Aim

Outcomes

By the end of this session you will be able to:

Explain the importance of security screening

List the information which applicants must provide for screening

purposes

Identify information which must be verified to evidence a continuous

record of career and history

Identify legislation which may affect the screening process

Explain how to keep records secure

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Key Players in the Security Industry

As well as your local police service.

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What is a British Standard?

The Standards produced are titled British Standard XXXX as you can

see here where the XXXX is the number of the Standard. Products

which display the British Standard number show that they have met

certain standards and specifications.

What does a British Standard represent?

A ‘Standard’ is a document, established by consensus and approved

by a recognised body, that provides rules, guidelines or characteristics

for activities or their results for common and repeated use.

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Objectives of BS 7858:2012

“This British Standard gives recommendations for the security screening

of individuals to be employed in an environment where the security and

safety of people, goods or property is a requirement of the employing

organisation’s operations and/or where such security screening is in the public interest.”

(BS 7858:2012, Page 1)

NB: BS 7858:2012 came into effect on 31st October 2012. The previous standard, BS 7858:2004 and BS 7858 2006 is now withdrawn.

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Maintains the reputation and the security of the company

Is normally required by the customer in the tender document

It ensures security and viability of company and client

Maintains industry standards and complies with Codes of Practice

Complies with the requirements of insurance companies

Benefits of Screening include:

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Points to note

The security screening process should be not less than 5 years, however organisations should lengthen the security screening period to cater for:

i) contractual or legislative considerationsii) specific industry standards

All individuals already employed in relevant employment must be screened in accordance with BS 7858:2006 or the new BS 7858: 2012 all new screening for individuals must be done according to BS 7858: 2012 standard, since introduction on 31st October 2012

BS 7858:2012 should be applied equally to:

i) full and part time employeesii) temporary and permanent employeesiii) to all levels of seniority, including Directors

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Writing Advertisements

From 1 October 2006 Employment Equality (Age) Regulations make it

unlawful to discriminate against workers, employees, job seekers and

trainees because of their age.

When writing job advertisements, you must:

Advertise in a way that will be accessible to a large audience

Write the advert using information from the job description and

person specification

Avoid using language that might imply you would prefer applicants

of a certain age e.g. ‘mature’, ‘young’ or ‘energetic’

Avoid asking for ‘so many years experience’

(Age and the Workplace: A guide for employers, ACAS)

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All applicants must provide the following information:

Proof of their identity and address of residence (these may be checked

using an ultra violet scanner or other method to deter identity fraud).

Details of their education, employment, periods of self-employment,

unemployment and gaps in employment.

Details of all cautions or convictions for criminal offences, including

motoring offences and pending actions.

Details of bankruptcy proceedings and court judgements.

A statement authorising an approach to current and former employers,

government departments etc.

(BS 7858:2012, Page 6)

The name of at least one person with personal knowledge of the

individual being screened, from whom a written character

reference can be requested.

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References

The individual being screened must provide at least one name of a

referee with personal knowledge of the individual, from whom a

written character reference can be requested.

Referees should be asked to confirm the nature of their relationship

with the individual.

Referees must have known the individual for a minimum of two

years within the past 5 year screening period.

References from relatives, ex employers or people residing at the

same address are not permitted.

All references must be confirmed in writing.(BS 7858:2012, Page 7)

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Setting up an effective Screening Process

Setting up, maintaining and controlling an effective screening system

involves ensuring that:

There is a separate personal file for each person being/having been

screened

A progress sheet for each applicant is maintained

Provisional employment employees’ files are separated from those

employees whose employment has been confirmed

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Provisional employment employees’ files should display the dates on

which provisional employment commenced and when the probationary

period ends (i.e. 12 - 16 weeks after the commencement of provisional

employment – see BS 7858:2012 Section 9.1).

Setting up an effective Screening Process (Cont’d)

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Verification of Information

For security screening purposes, verification of the following should be

sought and confirmation in writing and copies retained:

Date of leaving full time, secondary education

Periods and types of employment (e.g. full time, part time,

casual/occasional)

Periods of registered unemployment

Periods of self-employment

Periods of residence abroad

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Statutory declaration

Should only be used to cover:

1. One incomplete period of no more than 6 months in the most

recent 5 years of the security screening period

and;

2. An incomplete period or periods not exceeding 6 months in total in

any five-year period in the preceding years where screening is

undertaken for a period longer than 5 years.

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This procedure must be authorised by:

A partner in the organisation

The sole owner of the organisation

Director of the organisation

Senior Executive of the organisation duly authorised in writing by

one of the above

Statutory declaration (Cont’d)

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Data Protection Act 1998

Came into effect in March 2000 in the UK and applies to the

processing of personal information about individuals.

The principles of the Act require that data must be:

Fairly and lawfully processed

Processed for limited purposes

Adequate, relevant and not excessive

Accurate

Not kept for longer than is necessary

Processed in line with the rights of the individual

Secure

Not transferred to countries without adequate protection

NB: Subject Access Routes may be required

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Rehabilitation of Offenders Act 1974

“The Rehabilitation of Offenders Act 1974 permits, with some

exceptions, an individual who has been convicted of an offence and

served a sentence of no more than 30 months to be deemed to have

rehabilitated himself/herself after an appropriate period has passed

without re-offending. Where rehabilitation has taken place, he/she

must be treated as if the offence had never been committed”.

(BS 7858:2012, Page 7)

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Immigration, Asylum and Nationality Act 2006

According to the Immigration, Asylum and Nationality Act 2006, all

employers in the UK are required to make basic checks on everyone

they intend to employ. Sections 15 to 26 of the Act should be noted in

particular.

An employer may not employ an adult who is subject to immigration

control if:

They have not been granted leave to enter or remain in the United

Kingdom

Their leave to enter or remain in the United Kingdom is invalid, has

ceased to have effect, or is subject to a condition preventing them fromaccepting employment

An employer may be required to pay a penalty if they are found to be

in breach of the conditions set out in the above Act.

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Maintaining files securely

1. Each individual being screened must have their own separate file.

2. Individuals currently being employed on a provisional basis must

have their own files, separated from other employee files.

3. A separate file must be set up for occasions when:

i) An incomplete record of career and history has been

evidenced through a Statutory Declaration

or

ii) An Executive Acceptance of Risk

4. Verification progress sheets or equivalent must be present on

every individuals file who is being screened.

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Cessation of Employment

The following records should be maintained for 7 years:

1. Written provision of information

2. A signed statement

3. Proof of ID

4. Character References

5. Confirmation of continuous record of career and history including:

Periods of registered unemployment

Records of self-employment

Periods of residence abroad

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6. Verification Progress Sheet (or equivalent)

7. Employment Verification Sheet (or equivalent)

8. Statutory Declaration Form (if applicable)

9. Executive Acceptance of Risk (if applicable)

Cessation of Employment (Cont’d)

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To introduce the viewers to the procedures for security screening as

recommended by BS 7858:2012

The Aim of this presentation was:

Outcomes

By the end of this session you should be able to:

Explain the importance of security screening

List the information which applicants must provide for screening

purposes

Identify information which must be verified to evidence a continuous

record of career and history

Identify legislation which may affect the screening process

Explain how to keep records secure

Thank you for watching

If you require more information, we run an online course which can be completed in a day orat your leisure, you will be provided with all the documents needed for effective screening

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