Operational Guide · Registers & Logbooks

# Digitalization of Statutory Certificates

Electronic certificates carry the same legal weight as paper ones only if they meet precise technical requirements: recognized format, protection against alteration and a unique identification number. A scanned PDF is not enough.

electronic certificates digitalization IMO FAL e-certificate

## Operational Explanation

The IMO's FAL Committee established as far back as 2014 that electronic certificates are to be treated as equivalent to traditional paper certificates, provided that the certificates and the website used to access them comply with Organization-approved guidelines and that specific verification instructions are available on board.

A new consolidated set of guidelines on the use of electronic certificates has been finalized and forwarded for concurrent approval to LEG, MEPC and MSC; in March 2026 the FAL Committee (FAL 50) also approved the IMO Strategy on Maritime Digitalization, which aims to make digitalization a cross-cutting policy of the Organization, promoting interoperability, system standardization and effective data governance across the maritime sector.

## Regulatory Reference

Guidelines for the Use of Electronic Certificates (IMO, consolidated and updated for concurrent approval by LEG, MEPC and MSC), requiring a recognized and accepted format, protection against unauthorized alteration and a unique identification number for every electronic certificate; the IMO Strategy on Maritime Digitalization, approved by FAL 50 (March 2026).

## Scope of Application

All statutory certificates issued under IMO Conventions (SOLAS, MARPOL, MLC, etc.) when the Flag Administration or recognized organization chooses to issue them in electronic rather than paper format.

## Procedure / How to Complete It

1. Verify that the electronic certificates received meet the minimum technical requirements: recognized and accepted format, protection against unauthorized alteration, unique identification number.
2. Ensure that clear instructions for third-party verification of electronic certificates (e.g. by a PSCO) during an inspection are available on board.
3. Maintain both digital access and, if required by the Flag Administration, an offline consultation mode in case of unavailable connectivity during an inspection.
4. Periodically verify that the website/platform used to access electronic certificates remains compliant with the applicable IMO guidelines.
5. Track the evolution of the IMO Strategy on Maritime Digitalization, since interoperability between systems and platforms is a stated objective under continuous development.

## Practical Example

Example: a SOLAS safety certificate issued in electronic format by a Flag Administration includes a unique identification number verifiable online, and is accompanied by onboard instructions on how a PSCO can access and verify the document's authenticity during an inspection, even without internet connectivity on board.

## Real Cases

The adoption of electronic certificates by various Flag Administrations has required an adjustment period for PSCOs and Companies, since verifying the authenticity of a digital document requires different procedures than the visual check of a stamped paper document; the consolidated IMO guidelines aim precisely to standardize this verification process globally.

## Common Mistakes Mistake Library

Mistake | Consequence | How to avoid it
--- | --- | ---
Electronic certificate treated as a simple PDF scan of the paper document, without the required technical requirements (protection, unique identification number) | The document is not recognized as the legal equivalent of the paper certificate under IMO guidelines | Verify that every electronic certificate meets the minimum technical requirements set by the IMO guidelines
Electronic certificate verification instructions not available on board for the PSCO | Difficulty or impossibility of verifying the document's authenticity during an inspection | Always keep clear, up-to-date instructions on board for third-party verification of electronic certificates
No alternative consultation method available in case of unavailable connectivity during an inspection | Inability to show the certificate to the PSCO in the absence of connectivity | Always provide an offline consultation mode for electronic certificates, if required by the Flag Administration

## PSC Observations

PSCOs verify that electronic certificates meet IMO requirements for format, protection and unique identification, and that the necessary verification instructions are available on board; the absence of these instructions can create procedural difficulties during inspection even when the certificate is substantially valid.

## Operational Tips

- Do not confuse a compliant electronic certificate with a simple scan of the paper document: the technical requirements (protection, unique number) make the legal difference.
- Always keep up-to-date verification instructions on board for electronic certificates, designed explicitly for use by a PSCO.
- Always provide an offline consultation mode for electronic certificates for situations of limited or absent connectivity.

## Checklist

- Electronic certificates verified as compliant with IMO requirements (format, protection, unique number)
- Third-party (PSCO) verification instructions available and up to date on board
- Offline consultation mode provided for situations of limited connectivity
- Compliance of the access website/platform periodically verified
- Updates to the IMO Strategy on Maritime Digitalization monitored over time

## FAQ

Does an electronic certificate have the same legal value as a paper one?
Yes, since 2014 the IMO has treated electronic certificates as equivalent to paper ones, provided they meet the approved guidelines (recognized format, protection against alteration, unique identification number) and that verification instructions are available on board.
What is the IMO Strategy on Maritime Digitalization?
A strategy approved by the FAL Committee (FAL 50, March 2026) aiming to make digitalization a cross-cutting IMO policy, promoting interoperability, system standardization and data governance across the maritime sector.
Is a PDF scan of the paper certificate enough to count as a valid electronic certificate?
No: a valid electronic certificate requires specific technical requirements (recognized format, protection against unauthorized alteration, unique identification number), not simply a digitized image of the paper document.
🎬 Additional photos, videos and interactive diagrams for this topic will be available in a future version of the platform.

## Related Topics

Harmonized System of Survey and Certification (HSSC)Renewal Survey and Certificate Renewal

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