How charity organisation Thirtyone:eight Streamlined DBS Checks from a paper system to an online solution

Thirtyone:eight is the UK’s only award-winning independent safeguarding charity, trusted for over 45 years to help individuals, organisations, charities, faith and community groups to protect vulnerable people from abuse. Getting the right people into the right roles has never had higher stakes, and so when it came to choosing a screening provider and platform for its DBS checks, working with the very best was non-negotiable.

With an annual processing volume of over 80,000 checks, Thirtyone:eight needed a reliable, efficient, and cost-effective solution to manage their screening processes. This case study explores how Matrix Security Watchdog enhanced their operational efficiency and workforce management using the eBulkPlus Digital Screening platform to address their unique challenges.

Challenges

Thirtyone:eight encountered a pressing need to find an online solution for their Disclosure and Barring Service (DBS) checks. At that time, their operations were entirely paper based, leading to inefficiencies and high staffing costs. The urgency of the situation necessitated quick implementation, prompting Thirtyone:eight to seek a reliable and fast service provider. 

Solution

eBulkPlus was recommended to Thirtyone:eight as the quickest and most efficient online solution by an industry partner. Despite a tight on-boarding deadline and urgent need, Matrix Security Watchdog managed to get Thirtyone:eight up and running quickly on eBulkPlus, transforming their screening operations from paper-based to a predominantly online system. This transition not only streamlined their processes but also made the system highly attractive due to its ease of use and the additional client support provided by a dedicated account manager.

Key Criteria for Selection 

Apart from the speed of implementation, several other factors influenced Thirtyone:eight’s decision to choose Matrix Security Watchdog’s eBulkPlus solution: 

• Expertise and Support: The expertise of the Matrix Security Watchdog team, especially their familiarity with DBS operations, was a significant factor. The support provided was instrumental in ensuring a smooth transition and ongoing satisfaction. 
• System Features: The reporting capabilities of the eBulkPlus system were particularly beneficial. The ability to download, export, and import reports into their own systems greatly facilitated invoicing and management tasks. 

Impact on Thirtyone:eight’s Operations

The implementation of eBulkPlus had a transformative impact on Thirtyone:eight’s operations: 

• Operational Efficiency: The shift from paper to online processing drastically reduced the need for high staffing levels, enabling Thirtyone:eight to operate more cost-effectively. 
• Speed and Security: The system significantly enhanced the speed, efficiency, and security of processing DBS checks, allowing Thirtyone:eight to manage high volumes effectively. 
• Cost-Effectiveness: By reducing the manual workload and associated staffing costs, eBulkPlus proved to be a cost-effective solution for Thirtyone:eight.  

Choosing Matrix Security Watchdog

• Challenges and Needs: Thirtyone:eight needed a quick online solution for DBS checks and were recommended Matrix Security Watchdog’s eBulkPlus by a trusted industry partner. The urgency was met by with Matrix Security Watchdog providing a rapid setup and an attractive system with helpful account management support. 
• Decision-Making Process: The key criteria included the speed of implementation, ease of use, system features, and support. eBulkPlus was selected over other options due to these factors and the excellent recommendations received. 

The Impact of Matrix Security Watchdog and eBulkPlus

• Measurable Results: The switch to eBulkPlus transformed Thirtyone:eight’s process from wholly paper-based to almost entirely online, significantly improving efficiency, speed, and security while maintaining manageable staffing levels. 
• Key Benefits: The speed of service, access to account management, and overall system efficiency were highlighted as major benefits. The straightforward nature of the system for collecting DBS checks was also emphasised. 
• Setup Process: The initial setup was straightforward and efficient, supported by comprehensive tutorials and documentation from the account team. 

eBulkPlus Features and Platform

• Platform Role Setup: The reporting feature is extensively used, allowing both internal and client access to management information. The ability to download and import reports has greatly improved invoicing processes. 
• Ongoing Evolution: Continuous updates and enhancements to the platform, facilitated by a collaborative approach between Thirtyone:eight and Matrix Security Watchdog, have positively impacted the user experience. 
• Portal Data and Efficiency: The system’s data flagging features support monthly invoicing and renewal reminders. The “track” button for applications ensures easy monitoring of DBS checks. 
• Right to Work and Identity Verification: Digital ID checks, averaging 800 per month, have been crucial for clients recruiting nationwide. This feature has streamlined remote verification processes. 
• Account Management: Despite a hands-off approach from Matrix Security Watchdog, the available support resources have been highly beneficial. Frequent use of these resources has ensured efficient operations. 

Conclusion

The partnership between Thirtyone:eight and Matrix Security Watchdog has been instrumental in transforming Thirtyone:eight’s operations. The eBulkPlus Digital Screening solution not only met their immediate need for a quick and reliable online DBS checking system but also provided ongoing benefits in terms of efficiency, cost-effectiveness, and adaptability. Through excellent support and continuous improvement, eBulkPlus has proven to be a vital component of Thirtyone:eight’s workforce management strategy.