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Docbyte Vault is a qualified electronic archiving solution designed to securely preserve digital documents for long-term compliance and legal admissibility. It meets strict European standards like ETSI TS 119.511, eIDAS, and the Belgian Digital Act to ensure document authenticity, integrity, and accessibility over time.

You can store a wide range of digital documents, including HR contracts, financial records, government permits, historical archives, and any other documents that require long-term preservation. The Docbyte Vault ensures that both signed and unsigned documents retain their legal value.

Docbyte uses cryptographic techniques, evidence records and fixity checks to maintain the authenticity and integrity of documents. Additionally, we use Qualified Preservation of Electronic Signatures and Seals to ensure that all electronically signed documents retain their legal validity over time. Our solution also includes audit trails that record every action taken on a document, providing a complete history to maintain trustworthiness and authenticity.

Docbyte is a Qualified Trust Service Provider (QTSP) under eIDAS, meaning our Docbyte Vault is certified to provide Qualified Electronic Archiving services. We are certified by an independent Conformity Assessment Body and recognized by the regulator, ensuring the preservation of digital documents in a legally compliant manner. Additionally, our compliance with eIDAS ensures that documents remain legally binding across all EU member states.

Docbyte Vault complies with several key standards and frameworks:

  • ETSI TS 119.511 and TS 119.512 for Qualified Electronic Archiving.
  • eIDAS for trusted electronic signatures and seals.
  • Belgische digitale wet for compliance with Belgian regulations.
  • e-Ark en OAIS models for international best practices in digital archiving.
  • PREMIS en METS to record package structure and preservation actions.

The e-Ark model provides standardization and interoperability for electronic archiving, allowing data to be easily exported or migrated between systems. The OAIS model ensures that the Docbyte Vault maintains both the information content and the context of digital records, which is essential for long-term access and preservation. These models ensure that your data is protected against technological obsolescence, making it easier to migrate or transform archives as technology evolves.

We use standardized metadata schemas, such as PREMIS, to document every action taken on a stored document, from ingestion to access. This ensures a comprehensive chain of custody and compliance. Metadata management is crucial for efficient search and retrieval and for ensuring that documents are preserved in a contextually meaningful way. Metadata also plays an important role in ensuring that documents can be verified for integrity and authenticity throughout their lifecycle.

Docbyte provides mechanisms for non-repudiation by maintaining audit trails, integrity checks, and cryptographic protections. This ensures that digital documents cannot be denied by the parties involved, which is particularly important in legal contexts. Audit logs record all actions taken on each document, including access, modifications, and deletions, which helps in verifying authenticity during audits or legal disputes.

The Docbyte Vault allows administrators to define specific retention rules for different document types, such as HR records or financial reports. Additionally, administrators can apply legal holds to suspend retention policies in the event of litigation or audit, ensuring that documents are not inadvertently deleted during such periods. The legal hold feature is crucial for maintaining compliance with legal and regulatory requirements during audits or disputes.

Docbyte Vault already meets the specifications outlined in the upcoming standard for Electronic Archiving by ensuring document integrity, audit trails, metadata compliance, and secure storage. This proactive approach ensures we are ready to comply fully once the standard is finalized. Additionally, we use standardized cryptographic measures and ongoing revalidation processes to ensure long-term compliance.

We use advanced encryption algorithms for securing data at rest and in transit. Our security settings also include role-based access control (RBAC) to ensure that only authorized personnel can access sensitive information. Additionally, data replication and backups are implemented to prevent data loss. Our encryption processes are compliant with the latest EU cybersecurity directives, ensuring that data remains secure throughout its lifecycle.

De SyncServer tool allows for seamless integration with external systems, such as SharePoint, SAP, and other ERP systems, for data migration. During the ingestion process, documents are aggregated, metadata is added, and files are converted into long-term preservation formats like PDF/A. The pre-ingest process also includes metadata enrichment, format validation, and document conversion to ensure that data is compliant before archiving.

Yes, Docbyte’s QPres Trust Service ensures that digitally signed documents retain their legal value over time. We update cryptographic protections and revalidate signatures periodically to ensure they remain legally binding, even as cryptographic standards evolve. This ongoing revalidation ensures that documents are always compliant with current cryptographic standards, preserving their integrity and legal validity.

To ensure data integrity, Docbyte uses fixity checks, which calculate checksums for stored files and periodically verify them to detect any changes or corruption. The system also logs any changes to documents, providing an audit trail that helps maintain trustworthiness and authenticity. Additionally, we perform ongoing cryptographic updates to ensure that archived documents remain secure as encryption technologies advance.

Docbyte provides multiple layers of redundancy through geographic replication and regular backups to ensure that data can be recovered in the event of hardware failure, cyberattack, or other disasters. Our disaster recovery planning ensures that your data is always safe and accessible. We also offer automated failover mechanisms that switch operations to backup systems in case of primary system failure, ensuring minimal downtime.

The Docbyte Vault is designed to scale with your organization’s needs. It can accommodate growing data volumes without compromising on performance or security, thanks to cloud-based storage options and flexible infrastructure. This ensures that as your needs grow, Docbyte grows with you. The solution also supports multi-site replication for high availability, ensuring that your data is accessible from different geographic locations as needed.

We use machine learning algorithms to automate the classification of documents based on content, type, and metadata. This automation helps ensure that documents are categorized appropriately, reducing the risk of errors and simplifying compliance with retention policies. The system continuously learns from user inputs to improve classification accuracy over time, making it increasingly effective as more documents are processed.

Docbyte Vault is particularly suited for industries that require stringent compliance and long-term data preservation, such as:

  • Human Resources (HR): For preserving employment contracts and compliance documents.
  • Gezondheidszorg: For maintaining medical records in a secure, accessible manner.
  • Financiële diensten: For archiving financial reports, audits, and compliance-related documents.
  • Overheid: For preserving official records, permits, and historical archives.
  • Legal Services: For storing sensitive legal documents and ensuring compliance with data retention regulations.
  • Energie en nutsvoorzieningen: For preserving technical documents, permits, and compliance-related information.

Our solution is designed to comply with both current and evolving regulations, such as eIDAS 2 and NIS2. It uses the latest archiving standards, ensuring interoperability and reducing the risk of vendor lock-in. The system is built to support long-term access, signature preservation, and ongoing compliance, making it a forward-looking solution for digital preservation. By adhering to best practices like e-Ark and OAIS, we ensure that the Docbyte Vault is equipped to adapt to new regulatory requirements and technological advances.

With regulatory frameworks like DORA pushing for the decommissioning of outdated systems, Docbyte provides a cost-effective and compliant solution for securely archiving data from these systems. Our solution reduces the risk of data breaches and compliance issues associated with maintaining legacy applications. By archiving legacy data into a qualified and compliant system, organizations can reduce IT costs while ensuring that critical data remains accessible and secure.

End users can access documents through a secure web interface, with strict role-based access controls. Administrators can configure access permissions to ensure that only authorized users can view, download, or modify specific records, thereby ensuring both security and compliance. The web interface is user-friendly, with advanced search functionalities that allow users to quickly locate the documents they need.

Yes, data can be exported from the Docbyte Vault using e-Ark compliant formats, ensuring interoperability with other archiving systems. This means that your data can be migrated seamlessly to another platform if needed, avoiding vendor lock-in. Exported data includes all associated metadata, ensuring that the context of each document is preserved during migration.

We update cryptographic protections periodically to ensure that stored documents remain secure as cryptographic standards evolve. This includes re-encrypting data if older encryption algorithms are found to be vulnerable and re-validating digital signatures. We also follow industry best practices to proactively identify potential vulnerabilities in cryptographic technologies and take steps to mitigate these risks.

The Docbyte Vault provides tools for administrators to perform bulk validation, retention managementen metadata updates. These operations are scheduled during off-peak hours to minimize the impact on system performance, ensuring efficiency without compromising user experience. Administrators can also create custom workflows for bulk operations, allowing for more granular control over how and when large volumes of data are processed.

Docbyte provides a comprehensive support service that includes email, phone, and online assistance. Administrators also have access to extensive documentation, FAQs, and training materials to assist with common questions and troubleshooting. Additionally, we offer tailored training programs for new users and administrators to ensure that everyone is comfortable using the system.

For further questions or detailed information, please contact our support team: