Crew document verification, without the checking queue
Mynd Docs reads, validates, and tracks every seafarer document — certificates of competency, STCW endorsements, medicals, KYC — and flags problems before they reach the gangway.
The problem
A single sign-on can involve forty documents. Multiply by crew changes across a fleet, and document checking becomes a full-time queue: expiries missed in spreadsheets, mismatched names caught late, eligibility confirmed by tired eyes at midnight before a joining date.
The cost of an error is not clerical. A seafarer turned away at the port, a PSC observation, a delayed sailing — all trace back to a document nobody caught in time.
How it works
- 01
Ingest
Documents arrive by upload, email, or from your crewing system. OCR and language models read them — scans, photos, and PDFs alike.
- 02
Verify
Each document is classified and checked: validity dates, issuing authority, name consistency across the file, eligibility against rank and vessel requirements.
- 03
Flag
Expired, mismatched, or incomplete records are flagged with the reason stated. Clean files pass through. Humans review exceptions, not everything.
- 04
Track
A live crew-to-ship matrix shows manning status across the fleet, with advance alerts ahead of every expiry and sign-off.
What you get
- Automatic reading and validation of COCs, COPs, STCW certificates, medicals, and KYC
- Eligibility checks against rank, flag, and vessel requirements
- Advance sign-on and sign-off alerts with required actions
- A live crew-to-ship manning matrix across the fleet
- Searchable archive of every processed document
- Integration with SAP, DANAOS, and your crewing system
reduction in manual verification effort the deployment is designed to deliver
Engagement target, measured with you in a proof of concept.
Part of Mynd Docs, on the FreshMynds Platform.
Common questions
- What document types does it handle?
- Certificates of competency and proficiency, STCW endorsements, medical fitness certificates, passports and visas, KYC documents, and sign-on/sign-off files — including scans and phone photographs. New document types are added during implementation.
- Does it replace our crewing system?
- No. It reads from and writes to the systems you already run, and removes the manual checking between them. Your crewing system remains the system of record.
- What happens when a document fails verification?
- It is flagged to your team with the specific reason — expired date, name mismatch, missing endorsement — and nothing proceeds until a person clears it. The platform verifies; your people decide.
Related use cases
See it on your documents
A 45-minute demo, ideally on two or three documents you send us in advance. No slides you have not asked for.