To complete a compliant Right to Work check, you must:
Obtain the person’s original documents
Do not rely on photocopies, scans, or photos, unless the Home Office specifically allows this (e.g. in certain online routes).
Check the documents in the presence of the holder
This can be:
Face-to-face, or
Over an approved live video route if permitted by guidance.
Make and retain a clear copy of the documents
The copy must be readable and complete.
You must record the date of the check.
Store the copy securely in line with your data protection duties.