Digital certificates in maritime: How to implement

Why implementation planning matters

Digital maritime certificates are no longer just innovative concepts, but instead they’re an active and growing part of the global maritime ecosystem. More flag states and ship registries are making the move, driven by the need for faster processes, greater transparency and security, and alignment with digital-first expectations across the industry.

In previous articles, we’ve outlined why digital certificates matter and debunked common myths surrounding their use. This time, we’re focusing on the how: practical steps for successfully implementing digital certificates without disruption.

Whether you’re a flag state, classification society, or registry, making the move from paper to digital requires more than just new technology. It involves coordination, compliance awareness, and clear communication with stakeholders.

Without a phased plan aligned to your operational needs, you risk internal delays, stakeholder confusion, missed compliance steps and more. So in this blog, we outline a step-by-step roadmap for introducing digital maritime certificates with confidence and clarity. 

Step 1: Define scope and priorities

While it can be tempting to do it all at once, not every certificate needs to go digital overnight. Digital transformation is most successful when approached in phases - if you try and take on too much, the process can become overwhelming, and any teething problems will be magnified. 

Begin by defining: 

• Which certificates to digitise and in what order
• Any high-volume or frequently requested documents e.g. Certificate of Registry, Tonnage Certificate
• Who the initial users will be e.g. internal staff, selected clients, all registrants

Consider beginning with certificates that are already widely accepted digitally or commonly used certificates such as endorsements, SOLAS certificates, and certificates of classification.

Pro tip: Begin with a temporary hybrid approach offering both paper and digital to ease the transition and gather feedback

Step 2: Choose the right platform and format

At the heart of digital certification is the system used to issue, secure and verify documents in a way that is accessible for both you and those wishing to verify.

Your chosen solution should support:

• Legally valid digital signatures using PKI or equivalent
• Certificate tamper protection to ensure changes are detectable and traceable
• Verification tools such as QR code, unique URLs or secure online portals
• Offline access, ideally via PDF download
• Secure audit trails, including document history and version control 

In terms of platform, you may opt to build a solution in-house, integrate digital functionality into existing registry software (remember to check APIs) or work with a trusted certification provider who offer ready-to-implement platforms tailored to maritime documentation.

Step 3: Align with legal and regulatory frameworks

Before going live, ensure that your digital certificates meet both IMO guidelines and national legal standards such as national maritime laws and port state control requirements. For example, the IMO’s FAL Convention sets out criteria for digital certificates which must be:

• Issued by an authorised party
• Readily verifiable without special software
• Protected against unauthorised charges

Therefore, you should:

• Review relevant national laws and maritime regulations to ensure digital certificates are legally recognised
• Update internal procedures and legislation, where necessary, to confirm equivalency between digital and paper
• Consider how port state control officers, classification societies and overseas jurisdictions will accept and verify your certificates

Step 4: Communicate with stakeholders

Adoption isn’t just about technology – it’s about trust. Clear communication is critical, so remember to notify shipowners, agents, classification societies and PSCOs to inform them of: 

• What's changing and when
• Which certificates will be issued digitally
• How to verify the documents (e.g. scanning QR codes or using a verification portal)
• What to do if issues arise (e.g. offline access and support contact points)

Supporting materials such as simple FAQs, sample certificates, and short videos can be immensely helpful in smoothing out the implementation process. 

It’s important to address concerns early, particularly around authenticity and access to avoid friction in the adoption process. You may also consider offering a grace period for digital rollout to iron out the problems on both sides. 

Pro tip: Run a pilot with a small group of trusted stakeholders and use their feedback to improve the wider implementation.

Step 5: Test, train and launch

Before launching at scale, make sure everyone involved in issuing or verifying certificates is confident in the new process. With sample certificates and a small pilot group, you should: 

• Train your staff on new digital processes e.g. revocations steps and legal changes
• Test issuance workflows internally e.g. renewals, re-issues and vessel changes
• Simulate inspections, both with and without internet connectivity
• Ensure back-up plans exist and prepare document error protocols e.g. how to reissue or revoke a document quickly if an error is found

The ultimate goal is to avoid surprises during inspections or time-critical moments. The easiest approach is to launch it in phases, with feedback loops for iteration to ensure gradual but effective progress. 

Pro tip: Appoint internal digital champions who can act as a point of contact for colleagues and clients as questions arise

Step 6: Monitor, improve and report 

Once you’re confident in the system, you can begin issuing digital certificates in live operations. However, it’s important to continually monitor the implementation to ensure any teething problems are rectified quickly and effectively. 

Use analytics and user feedback to refine the system over time and use the insights gained to expand into other certificate types or jurisdictions. You can also use them to share success stories which help to build industry trust and support wider adoption across the maritime sector and beyond. 

Pro tip: Use clear metrics such as issuance time, verification success rate and support ticks to easily measure impact for ROI.

Why implementation matters

While it may seem like a complex process, it’s a worthwhile investment as digital certificates are no longer a futuristic concept. They’re already in active use today, providing a wide range of benefits including: 

• Certificates issued in seconds
• No courier costs or postage delays
• Improved traceability and security
• Greater environmental sustainability 

But to unlock these benefits, the implementation must be practical, legal and well-supported. Following the practical steps above will help you travel in the right direction. 

Need guidance on your digital certification journey? Speak to our team today