One problem here is that there are many suggestions in ICO Employment Practices Code and Guidance to the effect that you only need to keep the record of the check being made even for vetting see e.g. EPC at 1.7.2
This unfortunately does no always accord with real world requirements e.g. Hone Office stance here.
My approach has always been:
1. You only need to keep a record that a check has been made IF the results of the check can be independently verified. So if checking that an employee has a valid drivers license / insurance today, I only need to record that a check has been made. If there is a later query I can if need arises verify with DVLC. In the insurance case I do not need a copy of the certificate but should keep a note of the company.
2. Otherwise keep a copy of the record checked for audit purposes.
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