Docbyte Vault: Your Trusted Solution for Secure Digital Archiving

A Future-Proof Way to Keep Your Business Documents Safe and Compliant

Storing documents digitally is no longer enough, and even standard secure digital archiving often falls short. Organizations need a solution that guarantees legal compliance, long-term preservation, and trusted access to records over time. 

Docbyte Vault is a secure digital vault and archiving platform provided by Docbyte, a Qualified Trust Service Provider (QTSP) certified under eIDAS and the Belgian Digital Act. This “Qualified” status means that regulators across the EU officially recognise our Qualified Electronic Archiving (QeA) service. Documents archived through our digital vault are considered legally valid evidence, with built-in proof that they are authentic and unchanged.

Whether you manage human resource (HR) files, financial records, insurance documents, contracts, or other regulated data, our digital vault keeps your information intact, verifiable, and accessible for years to come.

What is Docbyte Vault?

A secure, compliant, and intelligent digital archiving software. 

Docbyte Vault is a SaaS (Software as a Service) platform purpose-built for long-term digital archiving. It ensures that your critical business documents remain unchanged, traceable, and compliant with relevant legal and regulatory standards. 

Think of it as a certified digital vault: your records are safeguarded against tampering, loss, or unauthorised access, and can be relied upon as valid legal evidence during audits, disputes, or regulatory reviews.

The Real Risks of Poor Digital Archiving

Compliance, access, and trust depend on how well your information is preserved.

When documents are not archived properly, businesses face real consequences:

• Regulatory fines for failing to meet legal retention requirements
• Loss of trust during audits or investigations
• Inefficiencies caused by outdated or disorganised access
• Data breaches from storing sensitive files in unsecured environments

Docbyte Vault gives you full control over your digital archive, turning it into a dependable resource that supports compliance, protects your reputation, and reduces operational risk.

How It Works

Built for security, simplicity, and long-term reliability.

• Capture & Ingest: Automatically collect documents from your existing systems and workflows, with minimal disruption to your operations.
• Integrity Protection: If a document already contains a digital signature or seal, our digital vault preserves its legal validity by applying qualified timestamps and evidence mechanisms. Even unsigned documents are securely archived with full traceability, ensuring their integrity and legal reliability over time.
• Secure Storage: Delivered as a fully managed SaaS platform, ensuring scalability, resilience, and compliance without infrastructure overhead.
• Easy Retrieval: Quickly locate and access archived documents for audits, legal requests, or internal use.
• Retention Control: Set and enforce how long each document is stored, with automated, policy-driven deletion.
• Compliance: Fully aligned with EU regulations such as eIDAS, GDPR, and sector-specific rules.

Integration Capabilities

Easily connects to your existing systems and processes.

Docbyte Vault is designed to fit smoothly into your current IT environment. There is no need to overhaul your systems or change the way your teams work.

• Effortless Integration: Whether you use HR, finance, legal, or document management platforms, our digital vault can easily connect with them to streamline your archiving processes.
• Secure and Controlled Access: Your teams can safely archive and retrieve documents without compromising on data security or access control.
• Fully SaaS-Based: Delivered as a secure cloud platform, Docbyte Vault requires no installation or infrastructure setup on your side.

Core Benefits of Certified Electronic Archiving

Real business value beyond digital storage.
Built on internationally recognised standards, Docbyte Vault helps you:

• Ensure Trust & Authenticity: Documents are tamper-proof and verifiable.
• Achieve Legal Admissibility: Fully compliant with EU and national archiving laws.
• Maintain Data Integrity: Cryptographic checks protect data from degradation.
• Enable Future-Proof Preservation: Support for format migration over time.
• Generate Evidence Automatically: Legally valid audit trails included.
• Mitigate Risk: Reduce exposure to cyber threats and data loss.
• Save Costs Over Time: Lower digital archiving costs and avoid compliance fines.
• Enable Interoperability: Standardised formats like e-ARK prevent vendor lock-in.
• Improve Operational Efficiency: Streamlined document retrieval and collaboration.
• Gain Peace of Mind: Always be audit-ready and secure.

Compliance You Can Rely On

Stay ahead of regulations with built-in legal support and trusted certifications.

Docbyte Vault supports compliance with key standards and regulations, including:

• eIDAS (Electronic Identification, Authentication and Trust Services): Guarantees authenticity, integrity, and legal value of electronic documents.
• GDPR (General Data Protection Regulation): Helps you manage personal data lawfully, respect retention policies, and automate deletion when required.
• National Archiving Laws & Industry-Specific Requirements:
  Fully aligned with Belgian and European standards, including:
  • Belgian Digital Act
  • ETSI 119 511 & 119 512 
  • e-ARK Specification
  • ISO 14721 (OAIS) 
  • ISO 14641
  • ISO 15489
  • ISO/IEC 27001

These certifications and standards prove that Docbyte meets the highest levels of compliance, making our digital vault a future-proof and legally trusted solution for secure digital archiving.

Who Uses Docbyte Vault?

Ideal for any organisation that prioritises compliance and long-term information continuity.

Docbyte Vault is trusted by organisations across highly regulated sectors, including:

• Finance and banking
• Insurance
• Government and public administration
• Healthcare and pharmaceuticals
• HR and payroll services
• Legal, compliance, and advisory firms

Common use cases include:

• Archiving HR files (contracts, payslips, certificates)
• Storing legal and compliance records
• Preserving customer agreements and communications
• Managing long-term financial documentation (invoices, statements)
• Maintaining regulatory records in insurance, healthcare, or public sector environments

Why Choose Docbyte?

Trusted expertise in digital archiving and compliance.

Docbyte is a specialist in digital archiving, helping organisations across Europe navigate complex compliance requirements with confidence. Our digital vault combines regulatory insight, technical reliability, and certified trust services – audited, qualified, and built to support your business for the long term.