Digitalization of Statutory Certificates
An electronic certificate allows the issued document, its validity and endorsements to be presented and verified using the authority’s instructions and a unique identifier.
Operational Explanation
Digitalisation connects the document issued by the authority or authorised issuer with a process for checking authenticity and validity. Onboard users need the current certificate, identifier and signature, issuer instructions and a means of confirming endorsements. Saving the file is one part of the work; knowing how to present and verify it is the other.
An electronic certificate must be issued in a flag-approved format and be verifiable. A scan does not acquire these features simply by being a PDF. Manage the current version, endorsements and access through SMS document control.
| Document / evidence | How to use it |
|---|---|
| Issued document | Particulars, identifiable issuer, electronic signature and protection from unauthorised edits. |
| Verification | Unique identifier and other data, onboard instructions and authenticity/validity check result. |
| Current management | Endorsements and pertinent version, access and consistent copies/printouts, contact for discrepancies. |
Regulatory Reference
FAL-LEG-MEPC-MSC.1/Circ.1 (1 June 2026). The circular revokes FAL.5/Circ.39/Rev.2 and MSC.1/Circ.1665; also check national implementation.
The annex distinguishes features (§4), verification (§5), acceptance (§7) and SMS control (§8.2). These are guidelines for use and acceptance: flag implementation defines the actual system, without a general requirement to use only electronic certificates.
Scope of Application
Certificates documenting IMO requirements, including seafarers’ certificates. Publications, manuals, instructions and operational logs are excluded. MLC remains an ILO instrument.
Procedure / How to Complete It
- Check issuer, electronic signature and unique identifier.
- Follow onboard verification instructions, including endorsements.
- Test access and manage copies and printouts under issuer instructions.
- Report discrepancies to the issuer without modifying the document.
Arrange a presentation check: open the current document, identify issuer references and verification data, follow the instructions and compare the result, validity and endorsements. Keep copies and printouts connected with that document. If the service is unavailable, follow issuer instructions and use the designated contact; a visible file or printout alone does not establish authentication.
Practical Example
The PSCO verifies the electronic certificate using the information, unique identifier and instructions provided by the current joint circular and the flag’s system.
After an electronic endorsement, the ship presents an earlier printout that does not show it. The responsible person retrieves the current certificate, uses issuer data and instructions to verify validity and endorsement, then aligns copies and printout. Compare the service result with the document presented.
What Typically Goes Wrong
Citing only FAL.5/Circ.39/Rev.2 as current or calling MLC an IMO Convention.
Common Mistakes Mistake Library
| Mistake | Consequence | How to avoid it |
|---|---|---|
| Present a scan as an issued electronic certificate | The document may not support authentication or establish integrity and validity under the approved system. | Retrieve the issuer’s document and check signature, identifier and authenticity/validity using onboard instructions. |
| Present an earlier printout after endorsement | The version shown may not record the current endorsement. | Compare printout and current certificate, verify the endorsement and align managed copies. |
| Use only the 2016 guidelines as current | Features or instructions in the 2026 joint guidelines may be omitted. | Use FAL-LEG-MEPC-MSC.1/Circ.1 with flag implementation and instructions, distinguishing the historical reference. |
| Apply the IMO circular to MLC as an IMO Convention | Preparation may select an irrelevant basis or document process. | For MLC consult ILO and flag implementation; for IMO documents check the circular’s scope. |
What the PSCO Checks
Operational Tips
- Prepare access before inspection and know whom to contact if the service is unavailable.
- Keep copies and printouts aligned with the current version.
Preparation checklist
- Current joint circular and flag instructions consulted
- Issuer and verification process identified
- Integrity, signature and validity verifiable
- Current version and printout consistent
- IMO scope distinguished from other instruments
FAQ
Related Topics
Certified substantive revision: 13 October 2026 · page fingerprint b728ecefdb55