Post on 16-Jul-2015
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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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 The previous standard, BS 7858:2004 and BS 7858 2006 is now withdrawn.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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