A modular software platform
to automate your customer’s journey
The Docbyte platform encompasses software to automate your customer’s entire journey, from registration to contract and beyond. We offer applications as microservices you can cherry-pick from to fulfill your specific business need. Whether you want to gradually introduce automation or just need an extra service to fill a functionality gap in your existing IT landscape, the Docbyte platform is here for you every step of the way.
OCR Service
Identify the text location in all types of documents and return the text – in digitized form if the original was a paper document. Best combined with data extraction to also add labels to the digitized text.
Data extraction
Automatically extract text and add labels, such as first name or bank account number, based on text in images or documents – often digitized through OCR – within a predefined area. For maximum accuracy, this service is powered by machine learning.
Document classification
Contains image and text classification. Using machine learning, this module recognizes and returns the document type – invoice, claim, quote, credit card, ID, etc. – for any given text or image.
Timestamping
Add a digital timestamp to files so documents can be validated and tracked. This makes it easy to check that documents are up to date, delete data on the basis of legal retention policies, or see if documents have been tampered with.
Metadata extraction
Analyze your documents and images and add the right metadata labels with file properties, preparing them for further automation and classification. For example, labels can be classified by document scan date, year of publication, source, authorship, and more.
Identification service
This module uses machine learning to identify areas containing faces in any given image. Combined with facial recognition, this can help automate verification of a customer’s identity when submitting documents. Other features within this service include biometrics, ID cards, geolocalization, and video conferencing.
Document generation
Automatically create documents from scratch, based on extracted data or predefined templates in Microsoft Word or PDF. Output can be .doc, .docx, .pdf, or .html.
Validation service
Easily validate timestamps, seals, and signatures on documents used throughout your processes.
Conversion service
Change document file formats into more usable ones. For example, convert PDFs into an image format such as JPEG, allowing OCR to recognize the included text.
Search
Add search capabilities to your document archive to reduce document retrieval time.
Document sealing
Easily add a digital seal or signature to documents generated in your business process.
Anonymization
Automatically redact images and text to ensure client anonymity.
Document storage
This module provides an Open Archival Information Systems (OAIS) archive to store your SIPs. The OAIS model focuses on storing data and making it available in the long term.
SIP creation
Prepare and package documents into a Submission Information Package (SIP), with the goal of filing it into an OAIS archive. The SIP is one of the three information packages in the OAIS archive model. It contains data submitted by the data producer that needs to be stored in the archive.
How to mix and match our modules
Finance & Insurance use case
Banks and insurance companies process a lot of information, often written on customer’s identity documents. Rather than manually entering this information in the right systems, you can use our modules to let your customer take a picture of their ID with a smartphone or tablet to automate the process. Start by using the OCR service to locate text in the image and turn it into digital text. To make sense of this digital text, you then connect the data extraction module. This module adds labels that identify the output of the OCR service, such as first and last name, date of birth, etc. These labels mean your systems know which information goes where.
You can even add modules afterwards to improve the process. You might notice, for example, that customers regularly send PDF files containing their information, instead of images. But OCR works with image formats, not PDF. So, to prevent you having to copy everything across manually again, simply add our automated conversion service to the process to convert your PDF to an image format. With the converted PDF images, your entire process is again fully automated.
This is just one example of how you can combine and add modules to automate your process, even when you’ve partially automated your process already. Do you have OCR but no data extraction, or vice-versa? Just plug in the module you need for the functionality you need.
How we answer your security and compliance questions
There can be security and privacy concerns when talking about data and client information. We’ve designed our products with a privacy-first mindset and have the necessary checks and measures in place to ensure you can easily comply with regulations at all times.
Are you GDPR compliant?
Yes. As a European company, Docbyte and our platform is subject to GDPR. We use infrastructure-as-a-service and platform-as-a-service solutions on Amazon Web Services (AWS). These AWS assets, together with our solutions, are designed to ensure full compliance with all GDPR regulations.
Where is my data stored?
To be fully compliant with GDPR, your data is stored on AWS on European territory – more specifically, in Ireland or Germany. AWS guarantees absolute control over where your data, and ours, is stored. More information on Amazon’s privacy policy can be found here.
Do you have a DPO I can address my privacy questions to?
Yes, we have two certified data protection officers. You can reach them on: gdpr@docbyte.com
How do you physically secure my information in your office?
Entry to our offices is regulated with a physical keycard system. Only designated staff can issue these cards, and they need to be activated for specific facilities in order to gain access. Docbyte personnel don’t have access to sensitive facilities unless their role and responsibilities require them to. Access is only granted in exceptional circumstances and always for a limited amount of time. This temporary access needs to be renewed regularly. Visitors are required to sign in and out. Moreover, we only store internal Docbyte data in our office facilities. Customer data is kept in cloud data centers.
How do you physically secure my data in cloud data centers?
We rely on cloud providers’ infrastructures for our cloud data centers. To secure your data, their physical access policy applies. Their policy dictates that employees are only granted access after thorough screening. Even then, access is only granted when there is a real need. After intervention, access is automatically revoked. Any new access permissions require a motivated request.
To further ensure security, access is meticulously logged and retained with name of the employee and reason for intervention. Moreover, all data centers are protected by a physical alarm system: CCTV, surveillance, intrusion detection systems, and multi-factor authentication.
Is my data encrypted?
Yes, we encrypt data in transit and at rest to ensure data confidentiality. Our technical setup complies with the following requirements:
- Data in transit is encrypted via the SSH protocol, the standard encryption for data in transit in almost all data centers and larger enterprises.
- Data at rest is encrypted using an AES-256 symmetric encryption key. Docbyte manages this key using secure key storage, compliant with FIPS140-2. Encryption keys are managed by the Docbyte System Administrators and can only be used by specific service users for encryption and decryption purposes (separation of concerns, so it is not possible for one and the same person to administer and use the encryption keys).
How do you keep track of who views and modifies my data?
To safeguard the sensitive nature of data, all actions are logged. We use Amazon’s CloudWatch to log all system and service events to follow the correct functioning of our services. Through CloudTrail we can audit the full trail of actions taken in the entire environment.
Who has access to my data in the cloud?
Docbyte implements a strict role scheme to determine access to data. Users, roles, and permissions are defined in the Identity and Access Management (IAM) module of our AWS environment. We define our production services in a separate network without any direct connection to other resources within our network. Moreover, system administrators don’t necessarily have access to the data, but are only able to set the permissions. This means we have a complete separation of concerns between management tasks and data access tasks.
