Document scanners civil affairs

Municipality of Zeist

At the civil affairs counter, old documents submitted for replacement for a new, valid one must be scanned for authenticity. The document scanner scans the authenticity characteristics of a driving licence, identity card or passport. If authenticity is established, the resident will receive a new document.

Last change on 23rd of January 2025, at 15:52 (CET) | Publication Standard 1.0

• Publication category: Impactful algorithms
• Impact assessment: DPIA
• Status: In use

General information

Theme

Organisation and business operations

Begin date

03-2024

End date

Nb

Contact information

[e-mail]

Responsible use

Goal and impact

The purpose of using the document scanners is to better check whether submitted identification documents are genuine. The authenticity characteristics of an identification document can be better assessed by an algorithm by a human with the naked eye. If a document is identified as not genuine by the algorithm, a second check is done, comparing the data with data from the BRP. Ultimately, finding that a document is not genuine may result in a report to the police.

Considerations

An algorithm can distinguish authenticity features better than humans. There is always a check by an employee and the four-eye principle is applied. If an initial check cannot guarantee authenticity, a second check is done, again under human supervision. The use of the algorithm reduces the risk of various forms of fraud.

Human intervention

A check is always made by an employee and the four-eye principle is applied. If an initial check cannot guarantee authenticity, a second check is done, again under human supervision.

Risk management

A DPIA was carried out before the scanners were commissioned.

Legal basis

Compulsory Identification Act

Passport Act

Links to legal bases

• Wet op de identificatieplicht: https://wetten.overheid.nl/BWBR0006297/2017-03-01
• Paspoortwet: https://wetten.overheid.nl/BWBR0005212/2024-01-01

Impact assessment

Data Protection Impact Assessment (DPIA): DPIA documentscanners burgerzaken uitgevoerd

Operations

Data

Identity details mentioned on the document being scanned. A check can also be done by the employee who checks whether the passport photo matches the person at the counter.

Technical design

The algorithm has been taught which features on an identity document guarantee authenticity. By scanning a supplied document for these features, the algorithm can determine whether the authenticity of a document can be guaranteed. If this is not the case, a secondary check is done at the back office, where a more extensive scan is performed with more authenticity features and watched by an employee. In this way, authenticity can be guaranteed, even in cases where, for example, damages on the document mean that authenticity is not initially verified.

External provider

Oribi B.V.