New regulations seek to reduce time lost in verifying seafarer documents, transitioning to digital systems for efficiency and security.
The verification of seafarers' competency certificates continues to be a significant time loss for companies and personnel management units in the global maritime sector. A new study revealed that checking a single seafarer's documents can take up to two hours, emphasizing the need to transition to internationally valid digital certificate systems.
The report titled 'Securing Trust: The Transition to Digital Seafarer Credentials,' prepared by maritime technology research organization Thetius and London-based digital identity and document verification company Maritime Passport, addressed the current state of document management in the maritime sector and the barriers to digital transformation.
According to the research published on October 28, 2026, and highlighted in international maritime press on October 30, there are approximately 2.57 million seafarers serving on over 85,000 commercial vessels worldwide. However, a significant portion of competency certificates, training certificates, and sea service records are still being verified through paper documents, scanned files, and independent digital systems.
The study pointed out the bureaucratic challenges faced in the recruitment and assignment processes of ship personnel.
Dorthe Karlsen, the recruitment director at OSM Thome, stated that entering the documents of a captain assigned to an offshore vessel can take between one to two hours.
Obtaining documents from different organizations, checking validity dates separately, and processing information manually increases the workload of personnel management units.
According to the report, these processes not only cause time loss but can also delay the assignment of seafarers due to missing, expired, or unverifiable documents, leading to disruptions during crew changes.
Previous industry data referenced in the research indicated that preparing the necessary documents for a ship's port call takes an average of 191 minutes.
In 64% of port calls, operations are still conducted entirely with paper documents or through a combination of paper and digital documents.
Researchers noted that in cases where seafarers' physical certificates are lost or damaged, reissuing documents requires correspondence with different institutions.
During this process, it was expressed that seafarers' joining the vessel can be delayed, and in some cases, they are unable to work until the necessary documents are completed.
The report emphasized that scanning paper documents and converting them to PDF format does not achieve true digitization.
According to researchers, the mere existence of a document in electronic form does not prove that the document is genuine or remains valid.
In digital certificate systems, it is essential that the document can be independently verified as being issued by an authorized institution, belonging to the document holder, and not having been revoked.
Additionally, it was noted that the systems used by different flag states, educational institutions, and ship operators must work in harmony.
The report also highlighted that detecting fake certificates, checking expired documents, and protecting seafarers' personal data are among the fundamental elements of digital transformation.
Amendments to the STCW Convention adopted by the International Maritime Organization (IMO) will come into effect on January 1, 2025, allowing electronic competency certificates to be recognized as original documents.
Some flag states, such as the UK, Singapore, Denmark, and Liberia, have begun issuing certain documents for seafarers electronically.
However, according to the research, a common international framework that will ensure the reliable verification of digital certificates across countries and different software systems has not yet been established.
Thetius and Maritime Passport emphasized that digital documents should be verifiable even in conditions without internet connectivity, personal data must be protected, and seafarers should not remain dependent on a single technology provider.
The study indicated that sending competency certificates and identity information via email to different companies poses a risk in terms of data security.
Peter Phillips, one of the founding partners of Maritime Passport, expressed that digital transformation does not merely mean transferring documents to electronic formats; it also encompasses the protection of seafarers' identities, professional qualifications, and employment opportunities.
The report recommended that maritime companies and flag states work on common standards, gradually implement digital verification practices, and allow the simultaneous use of paper documents and electronic certificates during the transition period.
Researchers stated that a reliable digital document verification system on an international scale could accelerate personnel assignment processes, reduce administrative costs, and provide stronger control against the risk of counterfeit documents.
Source: SeaNews Türkiye
