Best Practices for Use of Electronic Seal and Digital Signature Adopted

Earlier this month, APEGBC Council approved best practices for sealing, signing, dating and transmitting engineering/geoscience documents electronically.

In the fall of 2008, Council approved revisions to Bulletin I: Use of Seal to recognize the use of electronic seals and digital signatures.  APEGBC entered into an agreement for Notarius Inc. to be the exclusive electronic seal and digital signature service provider to the Association. Endorsement of the Notarius electronic seal and digital signature technology was based on the provider meeting criteria that supported the sealing, signing, dating and transmission of engineering and geoscience documents electronically while protecting the authenticity and integrity of the member/licensee’s seal as well as the document.

Currently, the pricing structure offered by Notarius consists of a one-time $175 subscription fee and a $200 annual fee. APEGBC was approached to consider endorsing another less expensive digital signature service provider; however, a potential digital signature service provider must demonstrate that their technology meets the intent of APEGBC’s best practices as well as the minimum legal requirements established under the Engineers and Geoscientists Act, which includes the capability of the electronic seal to be “returned” to APEGBC. Due to the sophisticated nature of the technology, it would be necessary for APEGBC to engage, at the expense of the potential digital signature service provider, an independent consultant to evaluate if the best practices are met.

The following are the best practices recommended for the use of electronically applied seals and digital signatures:

  1. APEGBC members/licensees should apply an APEGBC approved digital signature to engineering/geoscience documents that have been sealed using a digital version of the member’s/licensee’s seal.
  2. The digital signature technology service provider should meet the following:
    1. They are experienced in providing this technology to members/licensees of other professional associations;
    2. They have the resources, technical support and systems in place so as to provide continuity of service for years to come;
    3. The protocols set up by the service provider are consistent with APEGBC’s authority to regulate the use of the member’s/licensee’s seal by allowing APEGBC to revoke or suspend the member’s/licensee’s ability to use their seal;
    4. The protocols set up by the service provider are consistent with APEGBC’s need to ensure that only a P.Eng., P.Geo. or licensee is granted the authority to own and use an electronically applied seal with their personalized digital signature;
    5. The service provider's platform offers flexibility and ease of use for a wide range of purposes and applications (e.g., compatible with different file formats, ability to seal, sign and date multiple sets of engineering/geoscience documents with the stroke of one key);
    6. The digital signature technology is compatible with that used by members of the Architectural Institute of BC;
    7. The technology service provider uses a Public Key Infrastructure which is a combination of hardware, software, people, policies and procedures needed to create, manage, distribute, use, store, and revoke digital signatures;
    8. The digital signature is compliant with the International Telecommunications Union X509v3 standard;
    9. As in the case for the ink seal, the digital signature remains under the sole control and possession of the member/licensee and for application purposes can be stored on the media of the member’s/licensee’s choice (i.e., hard drive, memory stick);
    10. Interfaces are provided between the technology and the software used by members/licensees so the image of the member’s seal with signature and date appears when printing the document.

Through these best practices APEGBC can support its members and licensees by providing confirmation to those in receipt of engineering/geoscience documents that are sealed, signed, dated and transmitted electronically that, in the Association’s opinion, appropriate practices have been followed regarding confirmation of authenticity and protection of the integrity and security of the engineering/geoscience document and the member’s/licensee’s seal.

APEGBC’s Bulletin I: Use of Seal is being updated to reflect the Council-approved best practices. Further information on electronic seals and digital signatures is available at www.apeg.bc.ca/ppractice/digitalsignature.html.