Document information extraction for First Establishment

Municipality of Rotterdam

Reading out data in passport or identity card for the purpose of registration in the Basic Register of Personal Data (BRP) in the context of First Settlement.

Last change on 29th of April 2025, at 14:12 (CET) | Publication Standard 1.0

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

General information

Theme

Organisation and business operations

Begin date

10-2024

Contact information

[e-mail]

Link to source registration

https://algoritmeregister.rotterdam.nl/p/Onzealgoritmes/53761720552068327

Responsible use

Goal and impact

PURPOSE: The goals underlying the desire to include this new process the e-Suite are:

1. Reduce no show at the front desk for appointments around First Establishment
2. Digitalise the file - reduce paperwork at the front desk
3. Reduce waiting times to make an appointment
4. Reducing processing times
5. Better estimation of appointment duration - efficient scheduling at the front desk
6. Working more efficiently and reducing error margins
7. Be prepared for the deployment of the Virtual Assistant

IMPACT: Information is read from delivered documents and prepared in administrative systems. In addition, administrative checks are performed, e.g.: has the person been registered before, these are recorded in the process design document. In the systems, data are checked by 2 employees before being processed in the national register.

Considerations

The administrative burden for the municipality is changed, and there is more focus on quality of the process. In addition, there is a clear administration of automated checks and processing. The advantage for citizens is that the process can be deployed online and handled faster at the counter so they can use their rights faster. With these advantages, the deployment is proportional.

Human intervention

Before the read data is put into the BRP, there is a double human check.

Risk management

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Legal basis

Legislation Basic Registration of Persons

Links to legal bases

Wetgeving Basisregstratie Personen: https://www.rvig.nl/wetgeving-basisregistratie-personen

Elaboration on impact assessments

Personal data is being processed, therefore a DPIA has been done. No IAMA or other ethical assessment has been added because there is no high-risk algorithm application and no ethical dilemmas have been identified.

Impact assessment

Data Protection Impact Asssesment (DPIA)

Operations

Data

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Technical design

When someone wants to register through the First Settlement process, that person's details must be placed in the Basic Register of Personal Data (BRP). This includes details that are on identity cards, for example. Information on current residence is also needed, which means data has to be extracted from a rental agreement, for example. This was done manually by an employee and took a lot of time. The Document information extraction algorithm makes this process easier.

The algorithm reads data from an identity document and converts it to text, another algorithm searches relevant data (e.g. move date, owner) in a rental contract. The whole thing is part of Virtual Assistant, which performs standard checks based on submitted data and reports to employees, it also sets up data for checking.

Individuals will have to wait less time to get a BSN number, allowing them to use their rights faster, e.g. applying for benefits.

Currently, the process is similar, but all information is retyped by employees. Also, the checks on whether the data is correct were done at the counter, making those appointments long. Now this can be done in advance by the algorithm, after which the employee checks whether the data is correct.

External provider

Microsoft and team RPA