Digital certificates in maritime: Myths vs reality
As more of the maritime industry shifts towards digital certification, a few persistent myths and misconceptions continue to hold some organisations back. Whether it’s uncertainty around regulatory acceptance, concerns around cybersecurity, or the comfort of sticking with paper, these misconceptions can slow down what is otherwise a highly beneficial transition that will make operations smoother, faster and more secure.
In this article, we take a closer look at some of the most common assumptions about digital certificates and the reality of how digital documents really compare to their paper counterparts in practice.
Common misconceptions about digital certificates in maritime
1. "Digital certificates aren't accepted everywhere"
This is one of the most frequent concerns and it’s understandable as compliance and global acceptance are essential. While it’s true that not every port or flag administration has fully caught up, the IMO has already laid the groundwork for global acceptance by formally recognising digital certificates as valid provided they meet certain criteria as set out in the FAL Convention.
More importantly, a growing number of flag states, port authorities, and class societies now accept and issue digital documents. Digital certificates are clearly moving towards widespread acceptance, especially in regions focused on innovation and operational efficiency. And as adoption grows, inconsistency is becoming the exception, not the norm.
Tip: Check acceptance at key ports and with your flag state – and ensure your certificates are from a recognised issuing authority and contain verifiable elements like QR codes and digital signatures for instant validation.
2. "Paper is more secure and trustworthy"
There’s a long-standing perception that paper, with a wet signature and embossed seal, is somehow more “official” - plus the natural trust in physical documents where stamps and signatures feel familiar. But in reality, digital certificates are far more secure and offer stronger protection against forgery and tampering.
Modern systems use cryptographic signatures, audit trails and access controls that paper simply can’t match. A digital certificate can’t be altered without detection, and if a copy is invalid or out of date, systems can flag it instantly.
Compare that with a paper certificate that could be lost, duplicated or forged and it becomes clear that modern digital tools offer stronger protection against risk.
3. "We'll lose access if the internet goes down"
It’s a common worry: what happens if there’s no internet during an inspection?
It’s important to remember that digital doesn’t mean dependent on a live internet connection 24/7. Most digital certificates can be downloaded, stored locally, and accessed offline, especially during port calls or inspections where connectivity may be limited.
Plus, cloud-based systems usually maintain back-up copies and allow for rapid reissue in the event of accidental deletion or device failure. In fact, digital actually improves availability – something you can’t say for a paper document left on the wrong desk or waiting for the office to send a scanned copy.
4. "The switch will be too disruptive to our operations"
Any new system involves a learning curve but transitioning from paper to digital doesn’t have to be an all-or-nothing move or require a complete operational overhaul. Most registries adopt a hybrid approach with dual-running systems, issuing both digital and paper certificates while stakeholders adjust.
With the right support, a clear rollout plan and training, the shift can be phased and surprisingly smooth. In fact, many clients tell us the new process is far simpler once it’s in place and the almost immediate operational gains far outweigh the learning curve.
Digital vs paper: A comparison
To cut through the confusion, here’s a clear breakdown of how digital certificates compare with traditional paper-based ones across key criteria:
|
Feature |
Digital |
Paper |
|
Speed of issue |
Instant generation and email delivery |
Hours or days, depending on processing and courier |
|
Verification |
QR code or secure link; real-time validation |
Visual inspection only; requires manual cross-checking |
|
Security |
Encrypted, digitally signed, tamper evident |
Vulnerable to loss, theft, forgery or manual errors |
|
Cost |
No printing costs or courier fees |
Courier charges, printing and admin overheads |
|
Environmental impact |
Paperless and energy-efficient |
Paper usage, ink, shipping emissions |
|
Audit and version control |
Automatic tracking, alerts for expiry or updates |
Manual tracking; higher risk of outdated documents |
|
Accessibility |
Available anywhere, anytime (even offline) |
Only available where stored or physically present |
|
Scalability |
Easily scaled across fleets, ports and offices |
Logistically challenging at scale |
Why it matters now
In case you missed our previous blog on digital certificates, there are plenty of reasons why making the move to digital certificates is advantageous. The maritime industry is under increasing pressure to modernise not just to improve operational efficiency, but to reduce environmental impact, enhance compliance, and stay competitive.
Digital certification isn’t just a modern alternative, it’s a strategic upgrade. And it is one of the simplest and most impactful changes an organisation can make. It streamlines document handling, speeds up inspections, lowers costs, and improves reliability.
While it’s natural to approach change with caution, the evidence – and the experience of forward-looking registries, owners and operators – speaks for itself. The myths surrounding digital certificates are giving way to real-world experience and the advantages are becoming clearer every day. So what are you waiting for?
Ready to move beyond the myths? Speak to our team today
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