Speed Data Podcast: Maritime (Part 1)

Welcome to our AI-assisted podcast! Every episode is generated using AI to help us deliver valuable content faster and more efficiently but grounded in the trusted and real-world experience of our team.  

This episode focuses on the maritime industry with the introduction of digital certificates into the sector and why the move to digital matters now. 

 

Transcript 

Richard: Hello and welcome to Speed Data, the podcast that dives deep into the fast-moving world of data and technology. I'm your host, Richard, and I'm thrilled to have you join us today.

In this episode, we're setting sail into the maritime industry to explore a topic that's transforming how things are done on the open seas: digital certificates. For centuries, the maritime world has relied heavily on paper-based documentation, but that's changing. In recent times, we've been seeing a shift towards digital solutions that promise greater efficiency, security, and sustainability.

To help us navigate this digital transformation, we have a special guest. With me today is Neil, an expert in maritime digital solutions. Neil, welcome to the show!

Neil: Thanks, Richard. It's great to be here and I'm excited to talk about digital certificates in the maritime industry!

Richard: So Neil, for our listeners, can you give us a quick overview of what digital certificates are and why they matter in the maritime world?

Neil: Absolutely, Richard. Digital certificates are essentially electronic versions of the paper documents traditionally used in shipping. Think of everything from safety compliance to crew credentials. We're talking about a massive shift from cumbersome paperwork to a streamlined, digital approach. 

Richard: Exactly! We'll be discussing how this move to digital boosts efficiency, enhances security, and even cuts costs. But of course, it's not without its challenges. We'll be unpacking some of those hurdles too. So buckle up everyone, it's going to be an insightful journey!

Shall we start with the elephant in the room? Or should I say, the mountain of paper on the ship? What's the current situation in terms of digital vs. paper and what's the real problem with sticking to traditional paper documentation in the maritime industry?

Neil: Well Richard, it's a massive issue actually. The maritime industry is steeped in tradition and for centuries, it has relied heavily on paper documents. I mean, we're talking about a huge amount of paperwork. Think about it: everything from vessel registration to crew certifications has traditionally been managed with physical documents. I mean, the sheer volume of paperwork is staggering. Some of these logbooks can be as big as dining room tables! 

But this reliance on paper is becoming increasingly unsustainable. It creates a lot of inefficiencies and complexities. It's slow, it's prone to errors, and it can be a real burden for everyone involved. 

Richard: It's hard to imagine the administrative strain that it creates. 

Neil: Precisely! I mean, it's not just the size; it's the inefficiency as well. Just think about the manual effort involved in managing all those documents, from creation and storage to retrieval and verification. It's time-consuming, error-prone and frankly, quite costly. Not to mention the challenges of keeping everything organised and accessible, especially when you're dealing with international regulations and inspections, which also evolve quite regularly. It sounds like a logistical nightmare. 

Richard: No, it can't be easy! So, we know paper can be a pain. But let's get down to brass tacks. Neil, can you please explain to our listeners what these digital certificates actually are in the maritime world?

Neil: Sure. Simply put, they're electronic versions of all those traditional paper documents that ships need to operate, you know, legally and safely. Think of them as the digital twins of the paper documents that we've been talking about. 

Richard: Digital twins, got it. So what kind of documents are we talking about here? Can you give us some examples?

Neil: Absolutely. We're talking about things like classification certificates, which prove a vessel meets certain construction and safety standards. Then there are the safety and environmental compliance documents, things like the IOPP - that's the International Oil Pollution Prevention certificate - or the Document of Compliance, and the Safety Management Certificate. 

Richard: Right, so those are crucial for environmental protection and safety. What else falls under the digital certificate umbrella?

Neil: Well, you've also got crew endorsements and training records - basically, proof that the crew members are qualified to do their jobs. And then there is the port clearance and customs documentation, which is necessary for ships to enter and leave ports legally. So, a pretty wide range of essential documents. 

Richard: So basically anything that proves a vessel is seaworthy, legally compliant, and adheres to international standards, right?

Neil: Correct. If a paper version exists, there's likely a digital equivalent - or there should be!

Richard: Right, and where do these certificates come from? Who issues them? 

Neil: These certificates are typically issued by class societies, flag states, or other regulatory bodies around the globe, and the great thing is that they can be created, signed, stored, and verified digitally - any time, any place. 

Richard: It's interesting you mention about signatures as I know some of our listeners might be thinking, "Okay, so it's just a signature, right? I can just do that on Adobe. What's the big deal?" But there's a key difference between electronic and digital signatures, because they're not the same thing. Can you break that down for us, Neil?

Neil: Absolutely, this is a really important distinction. Think of electronic signatures as the basic version. They're essentially just a name attached to a document electronically, you know? Like typing your name at the bottom of an email. It shows consent, but there aren't really any robust security measures behind it. 

Richard: Okay, so it's convenient, but not super secure. 

Neil: Exactly. They lack the verification mechanisms to confirm the signer's identity or ensure the document hasn't been tampered with after it was signed. I mean, I could sign it as Mickey Mouse and it would accept it as a valid signature. Digital signatures, on the other hand, are a whole different ballgame. 

Richard: So, how do digital signatures work?

Neil: Think of it like this: A digital signature is like a notarised signature in the real world, right? They use something called a Certificate Authority, or CA, which verifies the signer's identity and binds it to a PKI-based digital certificate. 

Richard: PKI is Public Key Infrastructure, right?

Neil: Right. And using cryptography, each digital signature is linked to the document's content, making it impossible to replicate or alter without detection. So it's not just about showing consent. It verifies your identity, it guarantees that the document is authentic, and it makes sure that it can't be tampered with. 

Richard: So it's like having a tamper-proof seal on the document. 

Neil: Precisely. It adds another layer of security because the identities have been confirmed by a trusted organisation, that Certificate Authority we talked about. It's a much more secure, compliant, and verified process for the critical maritime documents we mentioned. 

Richard: Fantastic. So Neil, this all sounds great, but why is this move to digital certificates gaining so much traction right now? It's not like the idea is brand new, is it? You know, what's making this the tipping point for adoption now?

Neil: That's a fair point, Richard. The idea of digital certificates isn't new, and the benefits have been clear for a while. As we mentioned, paper-based processes are time-consuming, prone to errors, and costly. But I think we're seeing a perfect storm of factors really pushing this forward now. We've got new regulations, the post-covid acceleration of digital solutions, and the maturity of digital tools. 

Richard: Let's dig into them a little more. Tell me about the latest regulations. 

Neil: The big one is the regulations from the IMO, or International Maritime Organisation. Their Facilitation Committee, or FAL, introduced amendments to the FAL Convention which, as of January 2024, mandates the use of maritime single window for data exchange in all ports. This means that port authorities must establish and use electronic systems that allow for the streamlined submission of information related to a ship's arrival, stay, and departure, as well as data on its crew, passengers, and cargo - all through a single entry point. So flag states now have to comply with a range of technical standards and requirements for digital certificates which means there's a significant regulatory push. 

Richard: That makes sense. So, the IMO is essentially mandating the move to digital. 

Neil: Exactly. Then we have the acceleration we saw due to the covid-19 pandemic. Like many industries, maritime organisations had to rethink their in-person processes and paper exchanges. Suddenly, in-person inspections and manual processes became real liabilities, especially for vessels which travelled the world. So, digital certificates offered a viable, contactless solution. 

Richard: Yeah, I can see that. Necessity is the mother of invention, as they say. What else is contributing to this shift?

Neil: Technology readiness is a big one. The digital tools, cybersecurity protocols, and onboard systems are now mature enough to support the seamless adoption of digital certificates. It's much easier now to create, access, and validate these documents securely, which helps massively. 

Richard: So the technology has finally caught up. And of course, there's the ever-present need for greater operational efficiency. 

Neil: Oh absolutely. Instant access to up-to-date certificates means fewer delays during inspections and port calls. Missing or invalid documents can cost thousands per hour, so digitally accessible certificates help avoid those risks and boost operational agility. 

Richard: And who wouldn't want that? It feels like all these things have converged to make digital certificates not just a nice-to-have, but a must-have, wouldn't you agree?

Neil: Definitely. And when you look at what digital certificates bring to the table, the benefits are pretty compelling. It's not just a tech upgrade, it's a strategic move that can really transform maritime operations. Think about faster verification, for instance. No more digging through filing cabinets or piles of paper during inspections. Everything's digital, so certificates can be accessed, verified and shared in seconds. 

Richard: That sounds like a massive time-saver. What else?

Neil: There's the enhanced security. The encryption and verification built into digital certificates drastically reduce the risk of forgery, loss, and unauthorised edits. Paper documents are so vulnerable, especially when they're being shipped around the world. And of course, the operational cost savings are significant. You cut down on printing, storage, and courier costs. Plus, your staff spends less time on administrative tasks, freeing them up for more valuable work instead of shuffling paper. 

Richard: So it's better for the bottom line and the environment then.

Neil: Exactly! There's a considerable environmental impact. Fewer emissions from printing and shipping paper documents - it all adds up, so this aligns with the growing focus on sustainability and decarbonisation in the maritime industry. And the final benefit is the automatic updates. With digital systems, you're always working with the latest version of a certificate, avoiding errors caused by outdated paperwork. We've seen these benefits first hand with our clients, Richard. The ability to generate and deliver a certificate in under a minute, with zero transport costs, is a game-changer. The traditional paper process, on the other hand, involves printing, finding a physical seal and signature, preparing a courier envelope, arranging a waybill, paying for express delivery, and notifying the client once dispatched. 

Richard: Wow, that's a huge difference.

Neil: It is. It's not only slower and more expensive, but far less sustainable. The time and cost savings are a big win. 

Richard: It sounds like a no-brainer. But you know Neil, it's not all smooth sailing. What are some of the challenges people face when adopting digital certificates?

Neil: Yeah, there are definitely some challenges and we need to be realistic about that. One of the biggest hurdles is inconsistent global acceptance. Not every flag state, port authority, or vessel manager is completely on board with digital formats just yet. This can create a bit of a patchwork of policies, which can be confusing. The single maritime window approach is helping counteract that. But, you know, we're not there yet. 

Then there's the issue of legacy infrastructure. Older vessels and smaller fleets, they might not have the onboard systems needed to manage digital certificates effectively. It's a cost issue, and it takes time to upgrade. You can't just flip a switch and expect everyone to be ready. And we can't forget about training and change management. To make this work, crews, onshore staff, and even inspectors need proper training to feel confident and consistent with the new systems. 

Richard: Of course, there's bound to be the cultural inertia, you know? That "we've always done it this way" mindset. It's not just about tech, it's about getting people on board. And some folks still believe that paper is somehow more trustworthy.

Neil: Yeah, it's a tough one to crack. But the good news is that industry bodies and solution providers are actively working to overcome these obstacles. It's about showing people the benefits and providing the support they need to make the transition. 

Richard: Absolutely, it's not insurmountable. And looking ahead, digital certificates are really just the tip of the iceberg. Once they're widely adopted, they can unlock even broader innovations throughout the maritime industry, can't they?

Neil: Oh, the possibilities are huge! Digital certificates are really just the foundation for a much broader digital transformation. Imagine integrating them with onboard systems for real-time compliance monitoring or having digital crew passports to streamline onboarding, inspections, and travel. 

Richard: No more manual checks? That would save a lot of time and hassle.

Neil: Absolutely. We could even see smart contracts and electronic Bills of Lading, or eBLs, to automate documentation and trade processes. And predictive compliance platforms could detect expired or invalid certificates before they cause any issues. Preventing problems before they even happen. Essentially, it's all about creating a more connected, transparent, and data-driven future where we minimise errors and build greater trust across the entire supply chain. 

Richard: That would be great. So, Neil, embracing digital certificates isn't just a nice-to-have, it's essential. It sounds like the time to jump on board with digital certificates is now, right?

Neil: Absolutely. It's a present-day solution to some of the industry's most pressing problems. For fleet operators, port authorities and regulatory bodies, embracing this shift means less risk, improved efficiency, reduced costs and enhanced transparency. Oh, and staying competitive in a rapidly evolving market. 

Richard: So it's a no brainer for anyone looking to stay ahead. 

Neil: Exactly. The maritime industry doesn't change overnight, but the shift towards digital certificates is really no longer optional. Forward-looking operators are already reaping the benefits of faster inspections, better compliance, and lower costs. For those still relying on paper, the question isn't if they'll make the switch, it's really just when. And the longer they wait, the harder the transition becomes. The tools are ready, the regulations are aligned, and the benefits are clear. Now's the time to lead - not lag - in the move to maritime digital certification. 

Richard: Fantastic. Neil, thank you so much for sharing your expertise with us today!

Neil: My pleasure, Richard. Thanks for having me! 

Richard: And thank you, listeners, for tuning in to Speed Data. If you're ready to explore how digital certificates can benefit your maritime operations, please reach out to the team at PDMS. You can find more information on our website at pdms.com. Until next time!

To find out more on this topic, check out our latest blog Digital certificates in maritime: Why it matters now