BS 7858 screening is about making a reasoned employment decision for work in a secure environment and being able to explain the evidence behind that decision. It is not a generic box-ticking exercise. A dependable process brings together the right information, assigns ownership for outstanding actions and leaves an orderly record for a competent review.
Last reviewed: 18 October 2026. This guide is not legal advice; check the official sources linked below before acting.
What BS 7858:2019 covers
BS 7858:2019 is the current British Standard code of practice for screening people who work in secure environments. The BSI describes its objective as obtaining enough information for an organisation to make an informed employment decision. It applies beyond guarding, but it is highly relevant to security companies whose people work in positions of trust.
The detailed standard is licensed material. This guide is not a substitute for the current standard, an ACS assessment requirement, a contract condition or competent legal or compliance advice. A company should design its screening process around the current standard, its own risk assessment and the requirements that genuinely apply to its work.
Build a proportionate screening workflow
A useful workflow starts with the role, the environment and the risks involved. Identity, employment and address history, right-to-work evidence, gaps, references and criminal-record information may all form part of a proportionate screening process. The exact evidence and how it should be evaluated must reflect the standard, the role and the company's documented policy.
Good record keeping makes a difference. A reviewer should be able to see what was requested, what was received, what still needs follow-up, who reviewed the file and why an employment decision was made. When a supplier assists with screening, the BSI notes that the employing organisation remains responsible for the screening activity it chooses to outsource.
Right to work is a separate legal duty
Every employer needs to complete the right-to-work process that applies before employment starts. The Home Office employer guide explains the manual, online and Employer Checking Service routes, plus follow-up duties for time-limited permission. A compliant screening workflow should point the team to the current route and retain the relevant evidence, but it cannot replace the employer's legal judgement.
The current Government guidance says a civil penalty can be up to £60,000 for each illegal worker where the correct checks have not been made. That is why it is important to maintain a dated, controlled process rather than relying on a spreadsheet reminder alone.
DBS checks, SIA licensing and role eligibility
There is no single DBS level that applies to every security role. The Government DBS eligibility tool explains that the type of check depends on the role. A Basic DBS check may form part of an employer's screening process. Standard or Enhanced DBS checks should only be sought where the role is legally eligible.
SIA licensing is a separate process. When someone applies for an SIA licence, the SIA carries out its own criminal-record process and may require additional overseas evidence depending on the person's history. Employers should not present the SIA process as a substitute for their own screening policy, or describe an employer-obtained Enhanced DBS check as a blanket rule for security staff. The SIA's current criminal-record guidance explains this distinction.
What changed in the 2019 edition
BS 7858:2019 replaced the 2012 edition. The published NSI update describes a stronger focus on risk assessment, more responsibility on senior management to resource screening, continued responsibility for organisations that outsource screening, the removal of a prescribed reference format, recognition that automated tools can be used, and the use of social media only as supplementary information. The Annex A forms became informative, allowing organisations to adapt them.
The Standard also recognises that screening files can be passed between jobs, but receiving a file does not by itself show that the receiving employer has met the standard. The employer must assess whether the screening information is sufficient for its own decision.
What BS 7858 screening software should help a team organise
BS 7858 screening software should make the practical work easier to control. WFC Verify helps teams structure a vetting workflow, collect and store relevant evidence, show outstanding actions and retain an auditable record of the steps their team has completed. It gives the vetting officer and manager a clearer basis for a review than disconnected email threads and paper files.
WFC Verify does not make an employment decision, determine DBS eligibility, certify a company as compliant or guarantee an accreditation result. The responsible employer, vetting officer and any assessor remain accountable for applying the current standard, the relevant law and the company's own risk-based policy.
A practical evidence checklist
- Identify the role, environment and risks before setting the screening route.
- Use the current licensed standard and relevant contract or accreditation criteria, not an old online summary.
- Record what evidence is required, who owns each action and the date each item was reviewed.
- Use the current Home Office process for right-to-work checks and plan any required follow-up.
- Check DBS eligibility for the actual role before requesting a Standard or Enhanced certificate.
- Retain a clear decision record and review it when the role, risk or source guidance changes.
Frequently asked questions
Does using BS 7858 screening software make a company compliant?
No. Software can help a team organise a controlled screening workflow and evidence record. Compliance depends on the employer applying the current standard, the relevant law, its own risk assessment and any contract or accreditation requirement.
Are character references required by BS7858:2019?
The detailed standard is licensed material. The published NSI summary says the 2019 edition removed a prescribed reference format, so employers should check the current standard and apply a documented, risk-based screening policy rather than rely on an old checklist.
Does every security role need an Enhanced DBS check?
No. The DBS level depends on the role and legal eligibility. Employers should use the Government eligibility guidance and seek suitable advice where necessary, rather than treating an Enhanced check as a universal security-sector requirement.
Does an SIA licence replace employer screening?
No. SIA licensing includes the SIA's own criminal-record process, while an employer remains responsible for the screening steps, evidence and decisions that apply to its workforce and contracts.