Background:

In Latvia, the Office of Citizenship and Migration Affairs evaluates periods of absence when reviewing applications for EU Long-term Resident Status (LTRS) and Permanent Residence Permits. This evaluation is vital for determining if a person meets the requirement for legal and continuous residence. In practice, calculating these absences is a complex and time-consuming task for Latvia because border crossing data is sometimes incomplete, and passport stamps may be illegible. Furthermore, officials must distinguish between total and consecutive durations of absence while applying specific rules for certain cases, such as study periods. These calculations are currently performed manually, increasing the administrative burden and the risk of error. Consequently, Latvia is exploring the methodologies and technical solutions, such as  AI and OCR, utilised by other Member States.

Respondents:

24 EMN Member and Observer Countries (including BE) provided a public answer to this ad hoc query. 

Findings:

A preliminary analysis of the results of the ad hoc query shows that: 

• Most EMN Member and Observer Countries examine national records (e.g. national register in BE; Personal Records Database in NL) or entry and exit stamps in passports, or a combination of the two, to identify periods spent outside the territory. To supplement passport data, EMN Member and Observer Countries often accept secondary evidence such as airline tickets, employment contracts, bank statements, lease agreements, and social security records (e.g. AT, BG, FR, LU). 
   
• CZ and ES note that the future implementation of the European Entry/Exit System (EES) will significantly alter how movements are recorded and verified.
   
• CY and FI make use of an Excel template to calculate periods of absence.
   
• IE, which is not bound by the LTRS Directive, employs a "scorecard" system where applicants must reach a specific point total (150 points) using various identity and residency documents to prove continuous residence.
   

• Currently, none of the EMN Member and Observer Countries utilises AI or OCR solutions specifically for calculating entry and exit data during LTRS processing. Furthermore, EMN Member and Observer Countries currently do not have concrete plans to implement AI or OCR for absence calculations. However, LV is continuing to develop pilot projects with the aim of reducing processing time, and ES, LT and RS indicate that they are currently exploring their options to modernise their procedures. 

For further details, please read the compilation of answers attached above.