Digital certificates in maritime: Why it matters now
The maritime industry has long been anchored in tradition and nowhere is that more evident than its reliance on paper-based documentation. From safety certificates to crew credentials, the sheer volume of paperwork required to keep ships compliant is staggering. Some logbooks can be up to the size of dining room tables! But the tide is turning.
As digitalisation accelerates across the maritime sector, digital certificates are emerging as a smarter, more secure, and more sustainable alternative. And while the shift has been gradual so far, it’s picking up speed, fuelled by regulatory backing, technological maturity and the need for even greater efficiency, transparency and security in global shipping.
This transformation isn’t just a trend, but a fundamental shift in how maritime compliance is managed and verified. In this blog, we break down this transformation and why it matters now more than ever.
What are digital certificates in maritime?
In simple terms, digital certificates are electronic counterparts of the traditional, paper-based documents that vessels need to operate legally and safely. These are vital to prove a vessel’s seaworthiness, legal standing, and adherence to international standards. Examples include:
- Classification certificates
- Safety and environmental compliance documents (e.g. IOPP, DOC, SMC)
- Crew endorsements and training records
- Port clearance and customs documentation
Typically issued by class societies, flag states, or other regulatory authorities, these certificates can now be created, signed, stored and verified digitally. Many are protected by secure technologies such as PKI (Public Key Infrastructure) and digital signatures to ensure authenticity and tamper resistance.
The most advanced systems allow for real-time verification and version control to confirm legitimacy instantly – all while maintaining compliance with IMO and SOLAS requirements.
Digital vs electronic signatures
There is an important distinction to make between electronic and digital signatures. Electronic signatures are any form of signature applied electronically to confirm consent and are essentially just names attached to a document without robust security measures. These standard “e-signatures”, while convenient, lack the verification mechanisms required to confirm the signer’s identity or ensure the document isn’t altered after signing.
Digital signatures, on the other hand, function like a notarised signature in the real world. They use a Certificate Authority (CA) that verifies the signer’s identity and binds it to a PKI-based digital certificate. Using cryptography, each digital signature is uniquely linked to the document's content, making it impossible to replicate or alter without detection. This technology not only guarantees document authenticity but also verifies that identities have been confirmed by a trusted organisation – thereby adding another layer to ensure secure, compliant and verified signature processes for critical maritime documents.
Why is this happening now?
The case for digital certificates isn't new. Paper-based processes require manual effort and can be time-consuming, error-prone and costly so digital certificates can provide significant added value. However, a perfect storm of factors is making now the tipping point for their adoption:
1. IMO regulations
The IMO’s Facilitation Committee (FAL) introduced the FAL Convention in 2019 and from January 2024, the single window approach is mandatory in all ports and flag states must now comply with a range of technical standards and requirements for digital certificates.
2. Post-Covid acceleration
Like most industries worldwide, the pandemic forced maritime organisations to rethink their in-person workflows and paper exchanges in favour of digital alternatives. During the pandemic, in-person inspections, courier services and manual processes became liabilities, so digital certificates offered a viable, contactless solution.
3. Tech readiness
The tools are no longer experimental. Digital tools, cybersecurity protocols, and onboard systems are now mature enough to support the seamless adoption of digital certificates with secure document creation, access, and validation.
4. Operational efficiency
Instant access to up-to-date certificates means fewer delays during inspections or port calls. Missing or invalid documents can cost thousands per hour so digitally accessible certificates help avoid those risks and boost operational agility.
The benefits of digital certificates
The switch to digital certificates isn’t just a tech upgrade or regulatory requirement, it’s a strategic move that provides a range of benefits:
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Faster verification – No more digging through folders for inspections, audits or Port State Control (PSC) checks; instead, certificates can be accessed, verified and shared within seconds
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Stronger security – Built-in encryption and verification reduce the risk of forgery, loss and unauthorised edits
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Operational cost savings – Cuts down on printing, storage and courier costs as well as reduced admin workload which allows staff to focus on higher-value tasks
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Environmental impact – Fewer emissions from printing and shipping paper documents
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Automatic updates – When certificates are renewed or revised, digital systems ensure the latest version is always available, avoiding errors from outdated paperwork
We’ve seen these benefits first hand with our clients. Digital certificates can be generated and delivered to the end user in under a minute, with zero transport costs thanks to instant email delivery. By contrast, the traditional paper process is significantly more time-consuming and costly - involving printing, locating a physical seal and signature, preparing a courier envelope, arranging a waybill, paying for express delivery, and notifying the client once dispatched. It’s not only slower and more expensive, but far less sustainable.
Challenges on the horizon
Despite its promise, the path to digital adoption isn’t without its obstacles:
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Inconsistent global acceptance – Not all flag states, port authorities or vessel managers are equally comfortable with digital formats which can create a patchwork of policies. However, the FAL Convention goes some way in counteracting this with the single maritime window approach.
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Legacy infrastructure – Older vessels and smaller fleets may lack the onboard infrastructure to manage digital systems effectively
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Training and change management – Successful adoption requires proper training for crews, onshore staff and inspectors to ensure confidence and consistency
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Cultural inertia – The “we’ve always done it this way” mindset still holds sway as well as the belief that paper is more “trustworthy”
That said, these challenges are being actively addressed by industry bodies and solution providers alike.
What's next?
Digital certificates are just the foundation. Once widely adopted, there is potential for them to unlock broader innovations across maritime operations and enable a fully digital maritime ecosystem. Potential uses include:
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Integration with onboard systems for real-time compliance monitoring
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Digital crew passports to streamline onboarding, inspections and travel
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Smart contracts and eBLs (electronic Bills of Lading) to automate documentation and trade
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Predictive compliance platforms that detect expired or invalid certificates before they cause issues
As interoperability and standardisation improve across the sector, we can expect a more connected, transparent and data-driven future with fewer errors and greater trust across the supply chain.
The time to act is now
Digital certificates are no longer just a forward-looking concept. They’re a present-day solution to some of the industry's most pressing challenges. For fleet operators, port authorities and regulatory bodies, embracing this shift means:
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Less risk
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Reducing costs
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Improving efficiency and operational agility
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Enhancing transparency
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Staying competitive in a rapidly evolving market
The maritime industry doesn’t change overnight. But the shift toward digital certification is no longer optional, it’s inevitable. 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 when.
The longer stakeholders 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.
Ready to make the move to digital certificates? Talk to our team today
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